HomeMy WebLinkAboutItem F25 Summary of Changes to Purchasing Policy effective 11/12/2025
Due to the changes in the County's Organizational Chart, certain terminology in this policy
and on forms needed to be changed throughout the whole document. The location of
these changes will not be specified in this summary. Those changes are:
• The term Department Head was no longer applicable in all situations. The
Organizational Chart now includes both Departments and Offices. Language was
changed to reflect this.
• Not all Departments/Offices have a Director, but rather an Assistant Director as the
highest-ranking person. Language was also changed to reflect this.
• Purchasing has been renamed as the Office of Purchasing and Administrative
Oversight. Language was changed to reflect this.
Other changes/updates to the Policy are:
• Chapter 2,Authorities and Duties, C. Office of Purchasing and Administrative
Oversight. A new item was added:
"storei. Approves the use of setup with Local vendors for the purpose
date.of purchasing items and paying for them at a Later
• Chapter 2.Authorities and Duties, D. Requesting Department/Office. A new item
was added:
only.8. For those departments/off ices in which the highest-ra n king person is an
Assistant Director, approvals assigned to this position will be Listed in the policy
using that title. If there is both a Director and Assistant Director, the approval
listed in this policy belongs to the Director
• Chapter 2.Authorities and Duties, F. Purchasing Authority, Item 1. Language was
updated to clarify the approval authority of Assistant Directors when that person is
the highest ranked person in that department/office.
• Chapter 3, Competitive Solicitation Process, B. Procedure for Competitive
Solicitation. Language relating to the Selection Committee Process where changed:
o The term " " replaced the term "sign in sheet" in items 4. and
9.b.
o Language in Item 9. a. was expanded to include the following in red:
If the issue(s) involve any other government agency, or involves a matter that
knowledge,may benefit from having a member with a specialized expertise or
the Director or BOCC may appoint someone from an affected
agency or an individual that has specialized expertise or knowledge to be on
the committee.
All selection committee members shall complete aConflict of
Interest/Confidentiality Certification Form (Attached hereto as Attachment
D.14) prior to the selection committee meeting. The Requesting
Department/Office shall provide the Conflict of |nterest/ConfidentiaLitY
Certification Forms to the Purchasing Office.
� ChoptorG. Contracts/Agreements was renamed toCONTRACTS/AGREEMENTS/
PURCHSE ORDERS and an item was added to D. Exceptions, Item 1, which lists
instances where a Purchase Order is not required due to utilizing another process in
the financial system:
C. Purchases made using a Purchasing Card.
� Language was added or removed to provide clarity to items within Attachment C,
Monroe County Board of County Commissioners Purchasing Card Policies and
Procedures:
o Item 4'Transaction Approvals, 4.1 and 4.1.1. were updated, changing
approvals by Department Heads to Supervisors to reflect the actualworkfLow
in Workday.
o Quick Reference, #11, the Last item added clarifying language (in red):
Usage of card for expenses of any other person other than the Cardholder.
This does not include purchases of items for the general use of the
department such as operating or office supplies.
o Item 12 was reworded to remove Language that indicated Purchasing Cards
could be used to pay for items ona Purchase Order. This practice became
obsolete with Workday.
o Definitions
v/ Designated Representative was reworded to update from,
Department Head toCardholder's Supervisor.
Small Purchase was updated to increase the threshold from $8QQ.88
to$5°000' our current Purchase Order threshold.
o Purchasing Card forms updated are:
°/ Training Aoknovviedgernent&[)ardhoiderAgreement
Permanent Credit Limit Increase
Temporary Credit Limit Increases
� Changes were made to other forms
• Attachment A. Memorandum
• Attachment B. Notice of Request for Competitive Solicitation
o Attachment B.1. Approval to Issue Addendum
o Attachment B.2. Inventory Deletion Request
o Attachment B.3. Computer Related Equipment Inventory Deletion Request
o Attachment 4.13 Fixed Asset Transform Form
o Attachment D.1 Purchasing Authorization Form
o Attachment D.5 Contract Summary Form for Contracts$100,000 and Under
o Attachment D.6 Contract Renewal Form for Contracts$100,000 and Under
o Attachment D.7 Contract Change Order Form
o Attachment D.7a Change Order Attachment
o Attachment D.8 Public Entity Crime Statement
o Attachment D.9 Ethics Clause
o Attachment D.10 Non-collusion Affidavit
o Attachment D.11 Drug-Free Workplace Form
o Attachment D.14 Selection Committee Conflict of Interest/Confidentiality
Certification Form
o Attachment E.3 Debarred, Suspended or Ineligible Entity Checklist
o Attachment E.4 Disaster Request for Purchase
o Minority Owned Business Declaration
o Exhibit A-Sample 1 Notice of Intended Decision for Construction Bids
o Exhibit A Sample 2--Notice of Intended Decision for RFPs & RFQs
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
47
.on
PURCHASING POLICY
MANUAL
(As Revised ,, 12/2025) � - Deleted:7
......... ........._......................................................................................................................................................................................................................................................................_..........................................................................................................................................................,
RCIII :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m"III 11�1_""uiry ^111 I:..;
TABLE OF CONTENTS
CHAPTER 1: INTRODUCTION................................................................................................6
CHAPTER 2: AUTHORITY&DUTIES...................................................................................6
A.Board of County Commissioners...............................................................................................6
B. County Administrator.................................................................................................................6
C. rc s A in °t eve(veri i�e.....................................................................7
....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D.tR
...... e't e rt e t/K e...............................................................................................................8 Deleted:Requesting Department
E.Delegation of Authority ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
y..............................................................................................................9
F.Purchasing Authority.................................................................................................................9
G.Signature Authority for Agreements.......................................................................................12
H.Local Preference......................................................................................................................13
LNon-discrimination....................................................................................................................13
J.Payment Dispute Resolution.....................................................................................................13
CHAPTER 3:COMPETITIVE SOLICITATION PROCESS................................................15
A. Notice Inviting Competitive Solicitations...............................................................................15
B.Procedure for Competitive Solicitation....................................................................................19
C. Tie Responses............................................................................................................................21
D.Rejection of Responses.............................................................................................................22
E. Waiver of Irregularities............................................................................................................22
F.Award of Contract....................................................................................................................22
G.Protest Procedure.....................................................................................................................23
CHAPTER 4: PURCHASE OF PROFESSIONAL SERVICES............................................23
A.Definition..................................................................................................................................23
B.Methods of Acquisition............................................................................................................24
C. Continuing Contracts...............................................................................................................24
CHAPTER 5: DESIGN/BUILD CONTRACTS......................................................................26
A.Procedure..................................................................................................................................26
CHAPTER 6: CONTRACTS/AGREEMENTS.......................................................................28
A. Contract Review........................................................................................................................28
B.Requirements............................................................................................................................28
C. CPI Computation......................................................................................................................29
D.Exceptions.................................................................................................................................29
E.Preference to Florida businesses F.S.287.084.....................................................................30 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................
D leted:��::)
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::.............................
F.Preference to businesses with drug free workplace programs(F.S.287.087).......................30 Deleted:..
"...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
211')2
.:: ............. ..... ......... ......... ......... ......... ......... ......... ......... ........................ 3.....: ..n...............
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m"III 11�1-""uiry ^,,,l I:..;
G. Change Orders.........................................................................................................................30
CHAPTER7:EXCLUSIONS.....................................................................................................31
A.Sole Source...............................................................................................................................31
B.Emergency Purchases..............................................................................................................32
C. Cooperative Purchasing...........................................................................................................33
D.Previously Approved Projects..................................................................................................34
E.Piggybacking.............................................................................................................................34
CHAPTER 8:BLANKET PURCHASE ORDERS..................................................................35
CHAPTER 9:MINORITY BUSINESS ENTERPRISE(MBE),SMALL BUSINESS&
DISADVANTAGED BUSINESSES...........................................................................................35
CHAPTER 10:PURCHASE OF INSURANCE.......................................................................36
CHAPTER 11:RECYCLED CONTENT PRODUCTS..........................................................36
CHAPTER 12:SURPLUS ITEMS.............................................................................................36
CHAPTER 13: PURCHASING CARD POLICY....................................................................41
CHAPTER 14:FEDERAL FUNDING REQUIREMENTS....
A.Procurement Standards(2 C.F.R.§§200.318-200.326)..........................................................41
B. Competition Requirements.......................................................................................................43
C.Method of Procurement Requirements...................................................................................43
D. Contracting with Small and Minority Business, Women's Business Enterprises,and Labor
SurplusArea Firms.......................................................................................................................47
E. Contractual Considerations.....................................................................................................48
F. Construction Contract Considerations....................................................................................50
G. Capital Expenditure.................................................................................................................51
CHAPTER 15:PAYMENT CARD POLICY AND PROCEDURES.....................................53
ATTACHMENT A.Memorandum of Request for Competitive Solicitation.........................54
ATTACHMENT B.Notice of Request for Competitve Soliciation Sample...........................55
ATTACHMENT B.1.Approval to Isssue Addendum..............................................................56
ATTACHMENT B.2.Inventory Deletion Request...................................................................57
ATTACHMENT B.3.Computer Related Equipment Inventory Deletion Request..............58
ATTACHMENT B.4.Fixed Asset Transfer Form....................................................................59
ATTACHMENT C.Purchasing Card Policy&Procedures...................................................60
ATTACHMENT C.1.Payment Card Policy&Procedures.....................................................79
ATTACHMENTD FORMS:......................................................................................................86
ATTACHMENT D.1.Monroe County g Purchasin Authorazation Form...............................87
eted.07 Monroe
................................................................................... .........................................ATTACHMENTD 2. Count Request t F rmTHI FORM I N LONGER usEn..88 ............... ..................................................
Deleted:0
......... ......... .............................................................................................. 4.....:�.......�.. ...............
P11 V111 0 R CH(()U,IT i CI II "1-1, 1111
' " � ,"'CQ1,,,1�111,,,l I SS 10 F IIR IIP1 N IIR 11-11\,S F"1_m"III 11 1_" r"111/1 1"1111111, 1
ATTACHMENTD.3.Monroe County BOCC Audit Slip—THIS FORM IS NO LONGER USED.................89
ATTACHMENTD.4. Vendor File Request Form—THIS FORM IS NO LONGER USED..............................90
ATTACHMENTD.5.Contract Summary Form for Contracts$100,000.00 and Under.......91
ATTACHMENTD.6.Contract Renewal Form for Contracts$100,000.00 and Under.........92
A TTA CHMENT Do 7. Change Order Form................................................................................93
A TTA CHMENT Do 7a.Change Order Attachment....................................................................94
ATTACHMENTD.8.Public Entity Crime Statement..............................................................95
A TTA CHMENT Do 9. Sworn Statement Under Ordinance No.0 10-1990 Monroe County,Florida.96
ATTACHMENTD.10.Non-Collusion Affidavit........................................................................97
A TTA CHMENT Do 11.Drug-Free Workplace Form.................................................................98
ATTACHMENTD.12.Vendor Certification Regarding Scrutinized Companies List..........99
A TTA CHMENT Do 13.Affidavit Attesting to Noncoercive Conduct Labor or Services......100
ATTACHMENTD.14.Monroe County
Selection Committee Conflict of Interest/Confidentiality Certification Form................101
ATTACHMENTE FORMS.....................................................................................................104
A TTA CHMENT E.1. Monroe County Procurement Form(purchase$10,000.00 and over)..105
ATTACHMENTE.2. Monroe County Procurement Form(purchase over$150,000.00).......107
ATTACHMENTE.3.Entity Checklist....00000000000000000.00-00 000000000 000 see*so o 000000000000000000*...o.000000000000000 108
A TTA CHMENT E.4. Disaster Request for Purchase..............................................................109
A TTA CHMENT E.S. Disaster AuditSlip_THIS FORM IS NO LONGER USED.........................................110
Minority Owned Business Declaration....................................................................................III
APPENDIX A,44 C.F.R.PART 18—Certification Regarding Lobbying............................112
Exhibit A Sample 1--Notice of Intended Decision for Construction Bids............................115
Exhibit A Sample 2--Notice of Intended Decision for RFPs&RFQs...................................116
. ..........
D leted:1)7
...........................::::.................................................... .........................................
....... .............. ..................................................
D leted:0
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Reiii/�sed 1 211')25 5j P1 a.j r C..............
n
..... ............
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ........... _..........
P11 V111 0 -) 1 "11, 1111 1� 11,
R C H'C'()U�,IT i,`,CQ1,,,1�111,,,l I SS 10 F R 1:'111 P1 N IIR 11-11\,S F'111_'m1 III 11 1_" P1111/1 1"1111111, 1
MISSION STATEMENT
12ta!2 2LPurchasing&jj,�Administrative Overy Deleted:Section Monroe County Administrative Services
.......................................................................................... .........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Our mission is to provide quality purchasing and contracting support to all county departments
and ceAs in
a timely, cost effective and professional manner.As purchasing professionals:
• We follow a strict Code of Ethics, avoiding the appearance of and preventing the
opportunity for favoritism.
• We seek to maximize the purchasing power of the public funds, while promoting fair and
open competition.
• We strive to create a work environment that demonstrates teamwork,respect, integrity and
honest communication.
CHAPTER 1: INTRODUCTION
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
Ordinances, most of which are codified in the Monroe County Code (MCC), most recently in
effect.
CHAPTER 2: AUTHORITY&DUTIES
A. Board of County Commissioners
The Procurement Policy Office consists of the Monroe County Board of County Commissioners which is
hereinafter referred to as the BOCC.
1. The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer.
2. No contract for goods or services may be awarded without the approval of the BOCC,
unless authorized by MCC or this Policy.
B. County Administrator
I. 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 theevent of any inconsistencies,the Deleted:Purchasing Policies and Procedures
....................................................... ............................................
County Code provisions shall prevail over Policies and Procedures, the Policies and
eted:07
D
Procedures shall prevail over Administrative Instructions. ........................... .................. ..................................................
.........................................
D eted:0
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
211')25 6.1 P1 a.jT
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ ........... ............................
P11 V111 0 -) 1 " 1111 1� 11,
R C H'C'()U�,IT i,`,CQ1,,,1�111,,,l I SS 10 F R 1:'111 P1 N IIR 11-11\,S F'111-'m1 III 11 1-" P1111/1 1"1111111, 1
2. The County Administrator has contract approval authority as set forth in Monroe County
Code Section 2-58
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
C. ministrative Over- n adAdvig t et and Finance Deleted:Budg Department
!,ffg.................. ......... ..................V...............................................................................................................................................................................................................---------- .................................................................................................................................................................................................................................................................................................................................................................................................
1. There is a Purchasing Office also referred to as the Purchasing Department).j Director Deleted: within the Budget and Finance Department.
jje irec o
................................................................. ...........................................................................
of Purchasing and �:d-n-iigistrative Oversjg shall head the Purchasing..., and in such Deleted:Contracts
........................................................................................................................................................................................................................................................... ................................................................................................................... ................................................ ................................................
capacity be additionally referred to as the Purchasing Director. - Deleted:Section ..................................................
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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&22qHj0kgffl.ces will be uniform whenever ..... Deleted:department
........... .................................................................... ........................................................................................_,,, — .................
consistent with operational goals and in the interest of efficiency or economy. The .........
S i �..g Deleted:Requesting Department
Dgm, Y in writinR the need for a special type of.q :::::::: : ..
g t::9 g plz 0 ffi c e.must justif
.......... ..................... ........... .................:.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
item.
b. Makes alternative suggestions to the . etj e:�,, e if requested Deleted:Requesting Department i p
.................................................................. ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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.
c. Seeks purchases through State,Federal Agencies,Associations or other governmental ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
agencies if the R est.ing pent/OfFice makes a request for same and such Deleted:Requesting Department
........... q :
.........
g artr
............ .................:........... ..................................................................................................................................................................................................................................................................................................................................................................................................... .......................................................................................................................................................................................................................................................................................................................................................................................................................................................
purchases may be in the best interest of the County.
d. Reviews all Requisitions through the finance system.Upon review and approval of a
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Requisition from the iestin.&Y Dep Office will issue Deleted:Requesting Department
the Purchasing Of
............................................................................................................................................h...................................................................................................................... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................I
the purchase order. In the event of an irregularity or departure from Policy, the
purchase order will be referred to the Purchasing Director or County Administrator.
e. The Purchasing Office will post procurement opportunities on its electronic bidding ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
platform. In the event a maintains a list of Deleted:department
.. ...................... ....................potenti al............ f
................................................................................................................................................................. ..................................................... ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
bidders/proposers (with email address)that list should be provided to the Purchasing
Office for upload to the electronic bidding platform.
f Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
g. Tabulates the responses to RFBs and submit the tabulation to the Deleted:Requesting Department
......................I.......................................................................................................................................................................................................................................................................................................................................................................................................................................................
Veartment/Office for determination of the low bidder. When one or more bidders .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
............... P Deleted:Requesting Department
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 Deleted:Requesting Department
...................................................................................... ....................................................
........................................................................................................... .................................................
jje All other competitive solicitations responses received D eted:07
..........................................................................................................................................................competitive responses ................................................................................................ ..........................................
.........................................
will be listed and submitted to the,R e D leted:0
............... .... ........................................................................................................................................................................................................................... .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
11
Reiii/i�see l.1 1 211)2 ....................................................................................................................................................................... 7.....j.P.....a.......11(.2.................. .............5 ...... .......... .......... .......... .......... .......... .......... .........
V111_":��m����III �'�;:U� ,I T i,`,"Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ F"1_m1 III 11""ui ry ^,,,1 1:..;
...........................Reviews all requests for contracts for goods and services prior to submission to the
BOCC for review and execution.
i. Appig.ves the use „f"storesit �p i�;�i � cad..yeii ors.......foi ..:th .....:ptirpcise.....off
pii ch t ing...tend aid„d p�-yii�:.g..lor....:thci .at a layer date.
..
D. R,, Deleted: g DepartmentRe uestin
.. ....... q
1. Must submit a Requisition through the finance system to the Purchasing Office for all
purchases of goods and services that exceed$5,000.00.
2. Provides adequate description of needed items.
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.
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
4. Ensures that internal controls are resent within the J g-artrm ent/ra ce that include at a Deleted:department
p :::::::.��������������������������������..��������������������������������:..............................................................._............................... p
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
minimum,that there are a minimum of two people involved in the initiation of the Request
to Purchase through the verification of receipt of goods or services with a person other than
the one who orders the item verifying receipt by signing the invoice,bill of lading or other
similar document.For goods that are purchased in any individual purchase order for which
the total dollar amount equals or exceeds $.......... 0, internal controls should be increased µ-� Deleted:2
........ ......... ......... ................. ......... .........
-,.,n, ............
either through additional employees involved in the process and/or through documentation - ,n,� Deleted:5
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.
_..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
6. The & .e uest a �iartin.ent/_��.i:.l�ce must complete a Supplier Request in the finance - Deleted:Requesting Department
..................................................................................................................................................
t s sem and provide a "W-9" or "W-8" for foreign corporations. The isw, ..w
Y p g rp �� �. Deleted:Requesting Department
:p. �.. .:: :�. .... is responsible for verifying that the new supplier is set up with the
correct supplier information 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. 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.
"..............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
D leted.��:'�
contracted to perform work pursuant to a Task Order,the Task Order shall be considered :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::..........................
p
Deleted:0
ip 8.....: .. ................:: ............. ..... ......... ......... ......... ......... ......... ......... .........
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,„1 1:..;
an independent contract in relation to, but separate from, an existing principal contract
when determining the total cumulative value is more than of$100,000.00.Any Task Order
that is $100,000.00 or less 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 more than$100,000.00 must go to the
Board of County Commissioners as a Board agenda item for the Board's approval.
8. 1I�'o those de a�,nien /ffic s ism:......which t �J h�:.g��c � ra�m��� p���„qp:.:. an:.... „ pant�)�r ct��m�..,..
p,pro ;;,a s ss.,,, e ,,,,,,,,to m s,,,,,pos t on i � e i ted,,,,,,,in t ie p m�m ,;y�s� �that title.,,,,,,➢�1 there „
both �.....Director and _Assistant 1 re tor,..._the,. pp vat:....��st its this g.:icy........ c�.on.gs.........�o �I;�.
Iirector o l :....
E. Delegation of Authority
Subject to the limitations of these policies and any additional procedures imposed, the County
Administrator, Assistant County Administrator, or the Purchasing Director may delegate
purchasing authority when and where such action is deemed necessary. Delegation of signatory
authority for execution of contracts can only be authorized by the BOCC (per board action) or
County Administrator.Purchasing Authority differs from signatory authority as set forth in more
detail below.
F. Purchasing Authority
Purchasing Authority is defined as signature verification of original invoicing for receipt of the
ordered goods or services for payment by Purchase Order,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/ c„ ,Directors,unless a designee is approved and authorized by the County
Administrator, Assistant County Administrators or Purchasing Director. The County
Administrator, Assistant County Administrators and Purchasing Director shall have
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
authority to approv ,rec uests to urchase a to and including$100,000.00. �„fi t hall �� Deleted:sign
_.._.._....�_.._.._.._.._.._.._.._.._... �.... .... .........__.._.._.._.._ -_.._.._.._.- � �
_wwwwww....�
have authorityto ,. roe r�wes�.�s to urchas a to and including 34 999.99 without the
................................................................... ............... ............................................................................................................................... Deleted:Department Directors
. . .. . . ..............
,�sAdministrator or Assistant Administrators' signatures', unless the epan-i. nt/ ffi.c
........................................................................................................ .............. ...........................................................................................................
Deleted:
........s......h..................11...............s........i.............................o...................................n.......................11..............P.........
u..........r...............h..........a........s.......e.............o.........r................e.......r.......s............a........n..........d
hi e t ran ii�� person is nAssistant r cto i which. (as�, the Assistant OUn
g ... .: �:....... ......... s � :...... :::. � Deleted:sign
drri.iristratrr wwl aro the requests to purchase. Requests for Purchasing Authority . ...............Deleted: ...........................................................................
orders
are submitted usingthe Monroe County Purchasing Authorization Form Attachment D.1 . C.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
tY g � )
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i ......... ......... .............................................................................................. 9.....:�....................................
RC III :'U IT �111,l I SS I EIII,IS111 P1 R 11-11 S F'111-'m" 11�1-" rii/l 1"1111111, 1
PURCHASING ..........
PURCHASING Formatted Table
LEVELSFOR WHAT TO DO? AUTHORITY(WHO .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................I
TOTAL DOLLAR
AMOUNT APPROVES/PAYS)
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
$0.1-$500.00 Purchase Order not required. M.Pirector/Assistant......................................................... Deleted:Department Director
Directoror ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
............................................................................
designees
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
$51000.01 -$91999.99 Requires the 4 requesting Deleted:Requesting Department
......... ................................................. .................................................................. ..........................................
..... .........................................................................
to submit a Requisition in the finance system r.e c 1 o r or designees Deleted:Department Director ..........................................................................
to Purchasing.Price reasonableness .... ..................................................
documentationis required to be maintained ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
theAgq«s :. e Office. Deleted:Requesting Department 1
$M000.00-$199999.99 Requires the De 0 ..Director/Assistant ..................... ..................................................................................................
............
t............................ ............................................................................................. Deleted:Requesting Department
..............................I...................................................designee ....................... .................................................................................................
submit a Requisition in the finance system .........if.e c..........o r.or ignee Deleted:Department Director ..................................................................................................
alongwith two(2)or more price quotes which ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
can be in the form of written quotes from the
vendor/contractor,documented verbal quotes
received from the vendor/contractor,emailed
quotes from the vendor/contractor,or
documentation of pricing found on the internet.
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
$209000.00-$341999.99 Requires the� j2Mqrtment/Office __J.:� authorized for Deleted:Requesting Department
....................................................................................... -------- ..........................................................................--------
to submit a Requisition in the finance system purchases up to ..........
Deleted:Department Director
alongwith two(2)or more price quotes $34,999.99. Designee ....................................................................................................................................................................................................................................................................................................................................................................................................
which can be in the form of written quotes allowed for purchases up
from the vendor/contractor,documented to$19,999.99 only. In
......................
verbal quotes received from the 11.)�e departm.ent s../..o ffi c e s.......................... ........................................................
vendor/contractor,emailed quotes from the where the higliest rariking
..........
vendor/contractor,or documentation of p o r''i` s t I"i e A s s i s"t a"r"i t
pricing found on the internet. i r..e cl o.r.,the A s s i s t a r..i t.
....................................... ....................................................................
o u nty Administrator
.................................
,s.h....a.J.1J.1 qpp.r 0 y e..p r.c h a s e s a t................ ............................ .........................................................
this level.
$35M00.00-$1009000.00 Requires thegMp�tjn,
............ .......................................Co unt y Administrator............................................. Deleted:Requesting Department
tosubmit a Requisition in the finance system Assistant County ......................................................................................................................................................................................................................................................................................................................................................................................................................................................
along with two(2)or more price quotes Administrator or
which can be in the form of written quotes
from the vendor/contractor,documented Purchasing Director
verbal quotes received from the
vendor/contractor,emailed quotes from the
vendor/contractor,or documentation of
pricing found on the internet.
$1001000.01-$15000.00 BOCC prior approval required along with BOCC
three(3)or more written price quotes.
$150,000.01 and over Competitive Bid process BOCC prior approval BOCC
required.Governed by County ordinance,as ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
supplemented by the4-.") Manual. Deleted:Purchasing Policies and Procedures
........ ............................................................................................................ ...................................................... ....................................................................................................................................9.............................................................................................................................................................................................................................................................................................................
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D eted:07
........................................................................................................ .........................................
..........................................
D eted:0
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Reiii/�se�l I 1�. 211')25 10.1 P1 a.jT C..............
..... .......................... n........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ........... ...........-........................
P11 V111 0 -) 1 "1-1, 1111 1� 11,
R C H'C'()U�,IT i,`,CQ1,,,1�111,,,l I SS 10 F R IS111 P1 N IIR 11-11\,S F'111_'m1 III 11 1_" P1111/1 1"1111111, 1
2. If the County Administrator, Assistant County Administrator, or Purchasing Director
determines such to be in the County's best interests, the requirements for two or more
quotesor competitive solicitation may be required for purchasing goods or services at a .......................................................................................................................................................................................................................................................................................................................................................................................................................................................
lower level of procurement requirements than shown in the chart. The Deleted:Requesting Department
........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Dearmet-it/Office should utilize price quotes,telephone,or internet research to document
. ...........................................................................................................................
price reasonableness. When the goods or services are procured through Cooperative
PurchasingAgreements or other competitive solicitation methods, price quotes are not ......................A........................................................................................................................................................................................................................................................................................................................................................................................................................................................
required by the &gRSgjUg==12M:qrt.ment/0ffice. When obtaining pr
ice price quotes,..............the
h
Deleted:Requesting Department
................. ................................................................................................................................................................................................S.?. ............................................................quotes, ........................................
....... ................................................................................................
1. ...........must diligently seek to obtain quotes and such efforts Deleted:Requesting Department
. ......... ..............................................................................................Se..................................................................................................................................................................................................................................................................................................................................................................................................................... ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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
.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................
q r Deleted:Requesting Department
1;....... g ntment/Qffice's director's certification that his/he J.gp has.... .... f...........==.......................................... ..................................................................................................................................................................................................................................................................................................................................................................................... ......................< .............................................................................. ................................................................
made all efforts to comply with the Policy. If the&qMEs,(tp after Deleted:department
ffiSS,---------.1, 1 .........................................................
.. ....................... .............................. ..........................................................
exercising due diligent and good faith effort to obtain two or more said quotes, does not ...........- Deleted:Requesting Department
receivean adequate number of responses from contractors or vendors it may either seek to -------- ......................................................................................................................................................................................................................................................................................................................................................................................................................................................
I...........I.........................................................................................................................................................................................................................................................................................................................................................................................................................................................
have the Board waive Policy in this regard or the Director of the Deleted:Requesting Department
De,.artm.gnt/Offi ce may certify in writing he/she has verified his/her department/office s's
...........................P.............................................................................................................................................. .......................................................................... I.....................................................................................................................................................................................................................................................................................................................................................................................................................................................
diligence and effort to obtain the required price quotes,and represents to the mmmc asifi.,&.......... Deleted:Purchasing Department
_ i.,......................... ........................................................
.............. ......... l d Phi D ................................................................................................................................................
Office that the 4IM:qrtinent/office is otherwise justified in proceedinR with the purchase................................... D
.............................................................. ................................................................................... ............................................................................................................................................................................................................ ............................................................................................................A eleted:department
.............................................................................................. ............ W........................................................................................................... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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
procurementof services,goods or public improvement are cyclical in nature or have to be ...................................................................................................................................................................................................................................................................................................................................................................................................................................
procured in phases, the&�! Deleted:Requesting Department
maximum extent_ttto the max*
practicable,contract for the full scope of the service, good or public improvement based
on an estimate of the full scope of service,good or public improvement anticipated to be
required at the time of bidding. For purposes of this section when consecutive multiple
contracts for services, goods or public improvement are issued because the full scope of
the service, good or public improvement are unknown or cannot be determined or is a
function of the funding source(e.g.grant funding is only available for a portion and further
grant funding is unknown) or as a result of other agency requirements (e.g. sewer
connection notices),such contracts shall not be considered as split and each contract shall
stand alone for purposes of purchasing level classification.
4. The following purchase thresholds shall be applied to all purchases based on the cumulative
value of the purchase regardless of whether the purchase is a one-time,one event,purchase
or a recurring,multiple event purchase which may exceed a 12-month period.
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 reissue a Purchase Order under a new number without -,---- Deleted:Purchasing Department
..................................................................----------------------- ---------------- ......................................................................................................................................................................................................................................................................................................................................................................................................................................................
submitting a Requisition when a technical situation is causing an issue with the existing
Purchase Order.
. ..........
Deleted: )7
..........................::::.................................................... .........................................
....... .............. ..................................................
D leted:0
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Reiii/�sol I 1�. 211')25 1.1J P1 a.j r C..............
n
..... ............
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ........... _..........
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
G. Signature Authority for Agreements
Signature Authority is defined as authority to execute agreements/contracts or leases where the
total cumulative value is $1001000.00 or less. 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 $100,000.00 or less. When the County
Administrator appoints a designee,it shall be done in the form of a written memo signed or initialed
by the County Administrator and sent to the Clerk of Court and shall identify the date or dates in
which the designee is authorized to act on the County Administrator's behalf.If the delegation of
authority is for more than 30 consecutive calendar days,the County Administrator shall issue an
updated memo on a quarterly basis. If the County Administrator authorizes a person to act as a
designee, such person shall comply with Section 112.3145, Florida Statutes and the financial
disclosure requirements set forth therein.
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 cc ucs ,.,. c art e t/ f ,cc shall provide a_ w,-Deleted:Requesting Department
completed Contract Summary Form for contracts$100,000.00 and Under(See Attachment D.S)
to the County Administrator along with the contract/agreement or lease to be considered for
execution by the County Administrator.
All contracts/agreements or leases will be in a form approved by the County Attorney's Office
prior to execution.The County Attorney may require approval or ratification of an agreement by
the BOCC.
All executed agreements/contracts or leases must be furnished to the Clerk for record keeping and
retention purposes.
Contract amendments/contract extensions: Contract amendments which provide for the
alteration of specifications, extensions of delivery dates and performance time or similar
provisions of a contract without changing the scope of the project,may be approved by the County
Administrator (or his designee) if the total cumulative value of the contract including the
amendment is$100,000.00 and under.
Contract Extensions: The County Administrator (or his designee) shall have the authority to
execute extension(s) that do not exceed six months (cumulatively) of previously approved
contracts.If the extension is for more than six(6)months,then the extension must be approved by
the BOCC.
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 followingconditions: ....................................................................................................................................................................................................................................................................................................................................................................................................................................................�
� D leted:��::)
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i ......... ......... ..............................................................................................12.....:1�.�.. ...............
V111_":��m����III �'�;:U� ,I T i,`,"Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ F"1_m1 III 11""ui ry ^,,,1 1:..;
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
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 c .est.r ! arty ient/Office shall provide a completed Contract or.. . Deleted:Requesting Department
...............................................................................I.I.I.I.,.....................................................................................................................Renewal Form for contracts $100,000.00 and Under (See Attachment D.6.) in addition to the
County Summary Form for contracts$100,000.00 and under(See Attachment D.S)to the County
Administrator along with the renewal agreement to be considered for execution by the County
Administrator.
Renewals that fail to meet one or more of the conditions set forth herein will require the approval
of the BOCC.
Consent to Assignments:Interlocal Agreements(ILA)or Memorandum of Understandings
MOU :The BOCC shall approve all assignments of contract(s),and ILAs or MOUs with a Public
Agency as defined in F.S. 163.01.
H. Local Preference
It is the policy of Monroe County to provide a local preference in competitive bidding and in
obtaining price quotes when required by this Policy. The intent and justification for providing a
local preference is set forth in Section 2-349 of the Monroe County Code. A local business, as
defined in Section 2-349,may also be given a preference of five percent(5%)in obtaining price
quotes when pricing is the major consideration and when price quotes are required by this Policy.
L Non-discrimination
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining
entry to do business with the County. To help achieve an optimum level of competitiveness,
Monroe County does not discriminate on the basis of race,color,sex,national origin,religion,age,
ancestry, sexual orientation, gender identity or expression, familial status or disability in its
purchase of goods and services.
J. Payment Dispute Resolution
The purpose of this procedure is to ensure the prompt review and payment of all vendor invoices
and if a dispute arises regarding a vendor invoice, a procedure for the prompt resolution of the
dispute. Payment of invoices for work performed for Monroe County Board of County
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 D leted:07
between the Count and a contractor or vendor both referred to as vendors in this section over
............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
Y ( )
D leted:0
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
i ..i...... ......... ..............................................................................................13.....:1�.�.. ...............................
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1-""uiry 11111 1:..;
the County's nonpayment of a payment request or invoice when there is no specific dispute resolution procedure
prescribed in the contract.
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:
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
initiallycontacting the act Imcstmm :... c a°tmrmcmt/O`fmfc to validate their invoice and receive Deleted:Re uestin Department
g ............................... ::::: :::::::::::::::::::::::::::::::::: ..................................................................................................................... q g P
........................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 sin off is obtained, the vendor
should then resubmit the invoice as a "Corrected Invoice" to the c maucstrm Deleted:Requesting Department
..........
„1 r-1--i„ t-/; � c� which will initiate the payment timeline of a Proper Invoice.
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
a. „uestt � c amrvtm�mcmmt/Oiicc for this a ose is defined as the Count - Deleted:Requesting De artment
.........:. ...: .. .........................................................._P_._ ...._.............................................................................................................................................................................................................................................................................................................Y.... q g p
for whom the work
........................................::............................. is performed.
................................................................................................................P............................................................................................................................................................................................................................................................................................................................................ Deleted:department
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 c uestin lac artm�m.ent/ 1lmcc. The c uestin„, � c rtnient/....'�"im should - Deleted:Requesting Department
_ ........_.................._............................. .........................................................................:.............................................. .... ........ .............................
acknowledge receipt of the vendors notice of dispute and provide the vendor with the
Deleted:Requesting Department
g p p p n,�,
q g p
County's dispute resolution procedure b mail or email if available. Each a .„ ..
Y P P Y
Deleted:Requesting Department
.�. „1m shall assign a representative who shall act as a Dispute Manager to ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
resolve the issue at departmental level.
3. The Dispute Manager shall investigate the dispute and document the steps taken to resolve
the issue.The Dispute Manager should,as part of his or her investigation,ascertain if the
work, for which the payment request or invoice has been submitted, was performed to
Monroe County's satisfaction and duly accepted by the Proper Authority.Proper Authority
for this purpose is defined as the Monroe County representative who is designated as the
approving authority for the work performed in the contractual document.
4. Dispute resolution procedures shall be commenced no later than thirty(30)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 furnish a written determination to the vendor. D leted.1)7
............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i p 14.....:1 .. .... ........
.:: ............. ..... ......... ......... ......... ......... ......... ......... .........
RC III C'()U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ iF'11_m1III 11�1-""uiry 11111 1:..;
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 request or invoice was received by Monroe County.
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 County of the failure to timely commence its dispute resolution procedure. If the
County fails to commence the dispute resolution process within 4 business days after such
notice,any amount resolved in the contractor's favor shall bear mandatory interest,as set
forth in sec. 218.735(9), from the date the payment request or invoice containing the
disputed amounts was submitted to the County. If the dispute resolution procedure is not
commenced within 4 business days after the notice,the objection to the payment request
or invoice shall be deemed waived as per F.S. 218.76(2)(b). This waiver of an objection
pursuant to this paragraph does not relieve a contractor of its contractual obligations.
7. Monroe County Dispute Resolution Procedures shall not be subject to Chapter 120 of the
Florida Statutes. The procedures shall also, per section 218.76, Florida Statutes, not be
intended as an administrative proceeding which would prohibit a court from ruling again
on any action resulting from the dispute.
8. Should the dispute be resolved in the County's favor interest charges begin to accrue fifteen
(15)days after the final decision made by the County. Should the dispute be resolved in
the vendor's favor the County shall pay interest as of the original date the payment was
due. 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 more than$150,000.00 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 e�p est . �.::)e° tr ent/ i'fice must obtain Deleted:Requesting Department
p q Y ...........................................................................................................................................................................................................................................................
......................................................................................................................................
prior BOCC approval to solicit and advertise for competitive solicitations unless it is a previously
approved project as set forth in the Purchasing Policy.
A. Notice Inviting Competitive Solicitations
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. Specifications: The „m � DC t / „' must re are competitive solicitation Deleted:Requesting Department
p ... ... ............................1�........_1�........................................p................................................................... ... ...... ........ ........ ........ ........ ........ ........ ........ ........ ........ ..........
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 Solicitation specifications should be written broadly enough to encourage a
broad range of responses.Competitive solicitation specifications should not be written to
steer prospective responders toward the competitive solicitation or rig the competitive D leted:07
.
for n n particular r vendor.All responders h ll mi minim m f n :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::...............................
solicitationo a y o e part cu a ve do . shall submit o u o one
D leted:0
i ......... ......... ..............................................................................................15.....:�.�.. ...............
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
(1) digitally signed original for retention by the �c��i i.q..� Office. If the cr��lcs�� g� -- Deleted:Purchasing Department
Deartnie / c requires additional originals or copies, or other items specific to then Deleted:Requesting Department
competitive solicitation,please specify in the Memorandum of Request for Competitive
Solicitations and within the competitive solicitation itself.
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
It is the responsibility of the ccst : c rtnct/ �.iac to electronically obtain the .� Deleted:Requesting Department
p Y a............:.........:::::: .............................
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 current Monroe Countycaas P ,c Manual. �IIIIWf Deleted:Purchasing Policy and Procedures
.............................................................................................: ".......................................................NIA............................................................................................................................................................
W
n................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 on its
electronic bidding platform for posting and electronic distribution.
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 b both Purchasing and the Count Attorney's office.It is the
�' Y g Y Y
responsibility of the c st, : c artn�ent/ 1�ice to forward their ro osed competitive........... Deleted:Requesting Department
p Y
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 the necessary changes or return the competitive solicitation and Memorandum
to the . � t Inc artn-i.ant/_ ffice to make the necessa revisions and re-submit to the Deleted:Requesting Department
....... ............................................................................................................................................................................................
............. ............................................................ ..............��.................................................................................................................................................................................................. ........................................................................................................................... ........................................................................................................................
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 Count Attorney's Office will notify the .ecstne� � te �,/� icc Deleted:Requesting Department
Y Y Y I
of approval of the competitive solicitation by the reviewing attorney electronically.It is the
responsibility of the ccs�:mn I:: c a,tc�/ fcc to obtain the approved competitive Deleted:Requesting Department
P Y
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
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for
publication one time in the Key West Citizen, as the local newspaper qualifying under
Florida Statutes Chapter 50.031, and, per BOCC direction one time in the Lower Keys
(News Barometer),Middle Keys and Upper Keys (Keys Weekly) area newspapers. The
Notice of competitive solicitation shall also be posted to the County's website. Sample
Notice of Request for Competitive Solicitation is attached as Attachment B.
....D............
lete.d.......��..............................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
211')2
.:: ............. ..... ......... ......... ......... ......... ......... ......... ......... 16.....:1 .. .... ........
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
Following transmittal of the Notice to the newspapers by the County Attorney's Office
requesting ublication the County Attorne s Office will email the executed original
Memorandum to the ciJq stiny, :l cp irtnient/ f i c. It is the responsibility of the �.�w Deleted:Requesting Department
giictiii IiMicit/ ;tic to email purchasing a�monroecount -fl. ov: 1) the _ .w.. Deleted:Requesting Department
executed original Memorandum of Request for Competitive Solicitations 2)a copy of the `" Deleted:omb-
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 the electronic
bidding platform prior to first publication of the Notice in the newspapers.
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
onto the electronic bidding platform 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 the electronic bidding platform 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 more than $150,000.00 but less than $500,000 must be publicly advertised in a
newspaper of general circulation in the county,on a date that is no later than 21 days
(excluding the publication date) before the date established for the competitive
solicitation opening and that is no later than five days before any pre-bid conference or
pre-proposal conference.
b. The competitive solicitations for services,goods or public works,that are projected to
cost $500,000 or more 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.
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
Attachment B.
All competitive solicitations received must remain valid for a minimum period of ninety
(90)days from the competitive solicitation opening.
All competitive solicitation openings are generally held on Tuesday, Wednesdayor
pg Y Y�
Deleted:07
Thursdayat 3:00 .m. The Purchasing office in conjunction with the Count Attorne s .......:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::::::::...........................
p g J Y Y
Deleted:0
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
i ......... ......... ..............................................................................................1�...�..:�.�.. ...............
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1-""uiry 11111 1:..;
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 Proi ects.
Each bid to a competitive solicitation for a construction project estimated to be$200,000.00
or more must be accompanied by a good faith bid security in an amount equal to five
percent(5%)of the bid price,by way of a bid bond from a surety insurer authorized to do
business in Florida as a surety or any method permitted in Section 255.051,Florida Statutes
and as amended,pursuant to Monroe County Code Section 2-347(i). If the security is in
the form of a check or draft,it shall be made payable to Monroe County BOCC.The County
Administrator or his designee shall have discretion to require a good faith bid security for
construction projects estimated to be less than $200,000.00. A construction project may
not be divided into subparts to avoid the requirement of the bid security.
Water System or Sewer Improvements.
Each bid to a competitive solicitation for construction of water system improvements or
sewer improvements shall comply with sections 153.10(3)and(4),Florida Statutes and as
amended.
Bid Security Forfeiture and Return.
Bid securities may remain in the custody of the M „ „ for u_ ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
p to 90 days from__-._- Deleted:County OMB
......................................................------
the bid opening date or until forfeited or released.The bid security of the successful bidder
shall be returned to the bidder after(a)the bidder executes the contract(b)delivers a good
and sufficient performance bond,payment bond and required proof of insurance as may be
required in the contract documents and(c)commences performance of the contract.If after
the BOCC accepts the bid to a competitive solicitation the successful bidder refuses or is
unable to execute the contract,to provide the required contract bonds or proof of insurance,
or commence performance, then the bid security will be forfeited to, and become the
property of,the county as liquated damages for the county's loss of bargain.
The bid security of unsuccessful bidders may be returned to the bidder when the award of
bid is made and the successful bidder executes the contract,or if all bids have been rejected.
Bid securities in the County's possession for more than 90 days from the bid opening date
shall be returned to unsuccessful bidders in accordance with Monroe County Code Section
2-347(i).
Bidders may withdraw their bid and request, in writing, an earlier return of their bid
security under the conditions set forth in Monroe County Code Section 2-347(i)(1);
however, this action removes the bidder from further consideration should the lower
bidders decline the award or withdraw their bids.
6. Addenda:An addendum to a specification shall be defined as an addition or change in the
already prepared specifications for which an invitation has been mailed for formal
quotations or an announcement has been posted for competitive solicitation.
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
p 18.....: .. .... ........
.:: ............. ..... ......... ......... ......... ......... ......... ......... .........
P11 V111 0 -) " "1-1, 1111 1�
R C H' U�,IT i,"'CQ1,,,1�111,l I SS 10 F IIR IIP1 N IIR 11-11\,S F"1_m"III 11 1_" rii/l 1"1111111, 1
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
a. All Addenda must be approved by both legal and the .. ........ Deleted:Requesting Department
........................... ........ Q
....................z..................:.......... ..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
prior to submission to the Purchasing for posting on the electronic bidding platform.
An Approval to Issue Addendum Form (See Attachment B.1) must be originally
executed by the reviewing attorney and the )irector of the..................J Deleted:Department Director
.........................................................................
.................................................................................... ........................................................................................................................................
D e I e t ed:Requesting Department
ment/Office.The executed Approval to Issue Addendum Form must be attached....... .......:.r........................................................................................................................ .......................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 or change to the specifications.
Addenda must be posted and available for viewing on the electronic biding platform
no later than five (5)business days prior to the advertised opening(not counting the
day of the opening) and/or in compliance with any other applicable requirements
unique to each competitive solicitation.
b. 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 4 uesting Deleted:Requesting Department
.......... ..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Q e.P.a. Et n.-I e n 1./.0 ffl c e... The issuance of a written addendum is the only official method
whereby interpretation, clarification or additional information can be given. If any
addenda are issued,Monroe County will attempt to notify all prospective responders
who have secured the same.
B. Procedure for Competitive Solicitation
1. All public notices calling for competitive solicitation bids,proposals,or replies will include
a notification of the date,time and place that the responses will be accepted and opened.
Any and all responses received after the time and date of acceptance will not be considered.
2. All responses shall be opened by the Purchasing Office in accordance with the Notice of
CompetitiveSolicitation. The Purchasing Office will tabulate results and provide the ...................................................................................................................................................................................................................................................................................................................................................................................................................................................................
results to the nt/Office along with all responses received to the Deleted:Requesting Department
—------- --------- .........................................................................................................................................................................................................................................................................................................................................................................................................................................................
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 and shall 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 meetin& _,,--- Deleted: sign in sheet(s)
.1...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
attendance 1. 1 1 1 1
.....................................................................................................................qg,scoring sheet(s) and ranking sheet and related competitive solicitation
documentation pursuant to the Florida Department of State General Records Schedule
GSI-SL for State and Local Government Agencies, applicable local and statutory
regulations and any other regulations that may apply. -D .i..eted:I')7
...........................::::.................................................... .........................................
....... .............. ..................................................
D leted:0
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Reiii/�se�l I 1�. 211')25 19.1 P1 a.j r C..............
n
..... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ ........... _.............
Rm;III :'U I mii �111,'lI S S I FIII,I IIP"1 1-1L,`\ F" i r^1111"1111111,
5. All Respondents submitting responses for construction,improvement,remodeling or repair
of public buildings, will furnish evidence that they hold the required and/or appropriate
current certificate or registration per Ch. 489.131 F.S. unless exempt under Ch.489.103
F.S.
...................................
6. Asa applicable, the e, estn� :'e am�:mnemt/Oftce shall follow the rovisions of F.S. Deleted:Requesting Department
pp .........................
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................I
255.20, as amended, relating to the construction or improvement of a public building or
structure or other public construction works.
7. 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.
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
8. A comprehensive review of the responses will be conducted by the ms.m Deleted:Requesting Department
p.art.m . r ` . The Purchasing Office will prepare a tabulation of the competitive
solicitation opening and certify whether or not any of the respondents that have submitted
a response appears on the State of Florida Convicted or Suspended Vendor list.
_.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
9. The c u stm n,.g pam t em t/O �m cc shall review the information submitted pursuant to �w"- Deleted:Requesting Department
............................................................................................................. ......... ........ ......... ........ .......
q g p
MCC Section 2-347(h) in determining a responsible responder. The .: :ree;om�/ ssstamm.t .. Deleted:Department Director
.....w
-.....::°c.c:t.o t.°...of .e uestin De artment/ fce may cons........................................................................................... ....................._..............................Y �
Deleted./
"
other departments/...o..m...es.,to assist with the evaluation or investigation of this information. C........................I................................................................................................................................................................................................................................................................................................................................................................................................................
a. The Requesting Department /office Department/office may use a selection committee appointed by the, Deleted: Department Director.........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Q i rec!Qr./ startt Q i°ecIor 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 b the
Y
.e m es!if �De martmnent/ ffice and at least one member who is not em to ed b the Deleted:Requesting Department
::::::::: ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: p....................Y............................................Y.......................�.
Requesting Department/"( ' .ce'. Depending on the extent of technical information that
m o. � ,ry
. .
W�
Deleted:Department Dir t r
may be contained in an solicitation thecctor/ ss.sam ... c�or ma a oint
ec o
,�
several members from his ,ie.artmmemt/o ~e but no more than 2/3 of the members ma Deleted:department
p
be from the same e artm�m�menl/o��m ce. There shall be no consultants contracted b the _...�_._..
p Y.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Deleted.department
. p
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 :.e uestmn � epam�m m tt�/ J m Deleted:Requesting Department
.............................................................................. -
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................
If the issue(s)involve any other government agency,91 involves a matter,that may
from havi ig.... member with a.......stm :iali � expertise r kn.owl ...g ..........the irector or �; � �...�µw�w,� ,p�. Deleted:Department
.... .... .... .... .... .... .... .... .... ......
may appoint someone from an affected agency or ap mnm� vm „dal tliat as pe f almz��
c 1, rim c mwm km c�wI g ..."to be on the committee. D leted:�,:�7
.........................................................................................:::::.....................................:::::......................................:::::......................................:::::.....................................:::::......................................:::::......................................:::::.....................................:::::.............................................
Deleted:0
i ..it...... ......... ..............................................................................................20.....:1�.m.. ..............................
P11 V111 0 -) 1 " 1111 1� 11,
R C H' "'I`)U�,I T i,",(Qii,,l�111,l I S S I FII 1'111IIP1 III 11A \,S Fl" I P1111/1 1"1111111,
All selection committee members shall com lete a Conflict of Inferest/Confidenti lit
........................................................................................................................................................................................................................................................................................................................................................................................................ ..............................P .........................................................................................4................Y
Certification Form ( he hereto as Attachment Q.14 prior to the selection committee
............................................................................................................................................................................... ........................................................................................................................................................................................................................................................................ ..... ..... ......................................................................................................................................................................................................................................................................................................
tpeeting 'The Reques in. De artment/Office shall provide the Clion flict of
................. ......... ................................................................................... ..........I..................1...............9 P ................................................................................. ........................................................................................................................................................... ......................................................
I........n...........t.......e..........r........e..................t....../.C................o............n.............fi..d...........e..........nt......i......a...........l.....i.....tyCgrt.i.......f........i.....c.a...........t......i.......o..........n..................1.......7......o...........r.......m...................s.............t.o........t......h............e..............P............u...........r........c..........h...........a..........s........i......n........... Office.........
.
b. Should a selection committee be formed,the following documents must be sent to the .................................................................................................................................................................................................................................................................................................................................................................................................
1) lectronic format: Deleted:Purchasing Department
................... ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......................................................................................................................................................................................................................................................................................................................................................................................................................................................
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................
for Selection Committee meetings held .......................................... Deleted:Sign-in sheet(s)
............................................................................................................................................................................................................................................................................................................................... .............................................................................................................................................................................................. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
(2) Individual score sheets for each committee member
(3) Ranking sheet that documents all of the scores for each Respondent, by
committee member
c. A copy of the Notice of Intended Decision (Samples are attached as Exhibit A) or
similar document must be sent to the Purchasing Q ffi gg 4o be-posted on the electronic Deleted:Department
...................................... ............................................. .......................................................................................................................................................................................................................................................................................................................................................................................................................................................
bidding platform.
...................Deleted:................................................................................................................................................................................................................................................................................................................................................................................
10.A BOCC meeting agenda item shall be prepared by the BEgue:stii,i,gI::)ef- and Requesting Department
.. .................................................... .........................I...............................................................................................................................................................................................................................................................................................................................................................................................
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.
11.Upon approval by the County Administrator,the response(s)will be submitted for BOCC
consideration on a future regular meeting agenda (within sixty (60) calendar days of
selection)for BOCC approval of an award.A copy of the agenda item seeking approval of
an award shall be sent to the Purchasing Office via e-mail.
..............................................................................................................................................................................................................................................................................................................................................................................................................................................
12.The County Administrator and/or appropriate J?.irector will be responsible for presentin Deleted:Department
....................................................................................................................................................................................................................................................................................................................................................................... .........................I....................................................................................................................................................................................................................................................................................................................................................................................................................................................
recommendations to the BOCC.
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
13.Once the BOCC has made a decision,the Requesting,_... ,,or the"designated con.tr,ac.t Deleted:Department Director
........................................................................... .......... ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
manager will be responsible for ensuring the accomplishment of that which was approved
and issuing a P.O.for the full contract purchase amount.
14.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.
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 leted: )7
...........................::::.................................................... .........................................
....... .............. ..................................................
D leted:0
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Reiii/�se�l I 1�. 211')25 21J P1 a.j F C..............
n
..... ............
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ........... ..........
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1-""uiry 11111 1:..;
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;
a. to amend the project specifications and re-advertise the competitive solicitation or
b. to reduce the scope of the project and negotiate a contract for a portion of the project
specifications with the lowest responsive bidder and re-advertise a competitive
solicitation for the remaining work when,and if,funding becomes available.
3. If no response is received, the BOCC may be requested to authorize the County
Administrator to undertake a different level of competitive selection, including but not
limited to a request for letters of interest,and,upon receipt of any response to get approval
from the BOCC to proceed with a second mechanism, which may include direct
negotiations to purchase the item/service. The BOCC would then consider the results of
said negotiations and determine whether acquisition of these goods or services at the
negotiated price would be in the County's best interest,and if so,authorize the requisition.
4. Late responses.Any and all responses received after the time and date of acceptance will
not be accepted.
E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or other responses to competitive solicitation requests.
F. Award of Contract
The Mayor,when authorized by majority vote of the BOCC,shall execute formal contracts valued
at more than $100,000.00 having a binding effect upon the County. The board of county
commissioners' determination as to the following is discretionary with the board and is final:
whether a bid is the lowest in price,based upon the same criteria set forth in subsection 2-347(i)(3)
of the Monroe County Code;whether a proposal is the highest ranked,with price as a consideration
when applicable;whether a bid variation from the county's specification is slight and immaterial
or substantial and material; and whether a response is submitted by a responsive responsible
bidder,as defined in the Monroe County Code.
The board of county commissioners at all times reserves the right to waive variations from the
specifications that do not render a bid nonconforming,to reject all competitive solicitations,re-
advertise for competitive solicitations,or to abandon any project,purchase of goods,or request for
competitive solicitations.
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ..............................................................................................22.....:1 "" """" ........
RC III C'()U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1_""uiry 11111 1:..;
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 greater,after the posting of the notice of decision or intended decision on the electronic bidding
platform 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 BOCC's meeting date in which the
award of contract by the BOCC 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)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 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
A. Definition
A professional service shall be defined as assistance obtained in support of County operations from
an independent contractor in one or more of the following professional fields:
1. Appraisal Services-real and personal property appraisers(as per Chapter 125.355,F.S.).
2. Architecture,professional engineering,landscape architecture,or registered land surveying
services(as per Chapter 287.055,F.S.).
3. Audit and Accounting Services-auditors and accountants(excepting the selection of the
annual auditor which shall be conducted as per Chapter 11.45,F.S.).
4. Consultants-planning,management,technological or scientific advisors.
5. Financial Services - bond counsel, rating and underwriting, financial advisor, and
investment services.
6. Legal Services-attorneys and legal professionals authorized by the Office of the County
Attorney, including expert witnesses conflict counsel Division of Administrative ............................................................................................................................................................................................................................................................................................................................................................................................................................................................�
g p >
eted.
. . . investigative
. . . . .
Hearings DOAH services lobbyingservices lnvesti ative services interpreter services .:::::::::::::::::......:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::..........07 ........................................
g ( ) g
D leted:0
"...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
..i...... ......... ..............................................................................................2.... :1�.�.. ...............................
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m"III 11�1_""uiry ^,,,/l 1:..;
court reporting services or advertising services and any other services required by the
Office of the County Attorney.
7. Medical Services-medicine,psychiatry,dental,hospital,and other health professionals.
B. Methods of Acquisition
Because differences in price may only be a minor concern compared to qualitative considerations,
professional services may be exempted by the BOCC from the competitive bidding process.When
purchasing professional services below$150,000.00,obtaining price quotes as set forth in Chapter
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
2 of this policy is strongly recommended,but are not required.The c ost i ., c .a t ept/ f mc"c Deleted:Requesting Department
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
should document why price quotes are not provided. The County Administrator may require
competitive solicitation in the form of an RFQ or RFP.
Professional services, subject to the competitive solicitation process, will be typically acquired
through one of the following methods:
1. Competitive Selection and Negotiation-per Chapter 287.055,(4)&(5)F.S. Consultants
Competitive Negotiations Act("CCNA").
2. Request for Qualifications(RFQ).
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.
b. The County will negotiate a contract with the firm selected by the BOCC as the highest
ranked firm/individual.
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
request of the County Administrator or County Attorney.
C. Continuing Contracts
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 Seven Million five hundred and 00/100
($7,500,000.00)Dollars,as adjusted annually by the Florida Department of Management Services
based upon the Consumer Price Index(CPI)and published on its website,or for a study activity if
the fee for professional services for each individual study under the contract does not exceed Five D leted.1)7
.............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
Hundred Thousand and 00/100 500 000.00 Dollars or for work of a specified nature as outlined ............................................................................................................................................................................................................................................................................................................................................................................................................
( ) p D leted:0
"...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
i p 24.....:1 .. .... ........
.:: ............. ..... ......... ......... ......... ......... ......... ......... .........
RC III :'U I Qii �111,'lI S S I FIII,I IIP"1 1-1 L,`\ F" I P111111"1111111,
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.
Competitive Selection of contractors for continuing contracts:
Continuing contracts shall be chosen by the competitive selection process. During the selection
process,a selection committee shall rank the professional service contractors.The Board of County
Commissioners shall approve the award of each contract for a general continuing contract.The number
of contractors to be chosen shall be at the discretion of the Board of County Commissioners.
Award of individual contracts to contractors:
1. Separate contracts or task orders for each individual project shall be awarded among the
contractors who have been awarded a general continuing contract.
2. Separate contracts or task orders for each individual project shall be approved by the Board
of County Commissioners when required under the purchasing policy.
3. The separate contracts or task orders for each individual project shall be awarded on a
rotating basis beginning with the top ranked professional service contractor and continuing
to the next contractor in ranked order.
4. When the County has identified an appropriate project,County staff shall consult with the
next ranked contractor in rotation and shall negotiate the terms of a contract for the specific
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
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 Dgpartment/Office documenting any one of the
following reasons:
a. If the next ranked contractor is not available within the time required by the County for
an upcoming project, the contract may be awarded to the next contractor in rotation
who is available;or
b. If a project requires a particular skill set or expertise which, in the discretion of the
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
regardless of rank order;or
c. If the next ranked contractor has been awarded and is currently working on other
County projects,the contract may be awarded to the next contractor in rotation who is
not currently engaged or working on other County projects.
.. ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
DIeted .
........................................................................... .............................................
..................................................
DIeted. ..
it 25.....:1 .. .... ........
" � ' U ' '� � I () I �111,l� 1� � FI,I11,
IIP"1 NIIR1AI\ iF'11_m1III 11�1-""uiry 11111 1:..;
d. In case of emergency,the County is not required to follow the order of rotation in order
to accomplish the necessities of the situation.For purposes of this policy, emergency
shall be defined as in the Monroe County Code at Section 2-347(k)(1).
e. When a contractor is not awarded a contract due to the reasons stated herein, that
contractor shall be given the next project in rotation for which he is available and
possesses the requisite expertise.
6. It is the intent of the Board of County Commissioners that the contracts be ranked and
rotated in order of ranking so that the award of contracts are distributed among the
contractors and no particular contractor shall be given a contract out of order except for the
reasons stated above.
7. The -.e est I: e v rt e �/ ce shall document and provide an ex lan.at.ion in the - Deleted:Requesting Department
..... ....... 71.......................................................................... _._ .�_.._.._.._.._.._.._.._.._.._......................._h.................................___.__..�._.._.._.._.._.._.._.-- �,
.................................................................................
agenda item, „/ m „ Re ort or other reasonable method to the Board of
g h ......... ......... ......... ......... ......... ......... ..- Deleted:Department
County Commissioners when a contract or task order is more than $100,000 and to be
awarded out of the ranked order of rotation.
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
287.0559 F.S.and the procedures set forth in this section.
2. For the purpose of this section,the following definitions shall apply:
a. A"design/build firm"means a partnership,corporation,or other legal entity which is:
(1) Certified under Chapter 489.119, F.S., to engage in contracting through a
certified or registered building contractor as the qualifying agent:and;
(2) Qualified under Chapter 471.023, F.S., to practice or to offer to practice
engineering; certified under Chapter 481.219 F.S., to practice or to offer to
practice architecture; or certified under Chapter 481.319 F.S.,to practice or to
offer to practice landscape architecture.
b. A "design/build contract" means a single contract with a design build firm for the
design and construction of a public construction project.
c. A "design criteria package" means concise performance-oriented drawings or
specifications of the public construction project. The purpose of the design criteria
package is to furnish sufficient information so as to permit design-build firms to prepare
a bid or a response to a j„„ „/ „' request for ro osal, or to ermit a � - Deleted:department
p ........ _ p ______
----........
......... ....
artment/oii" n-
ice to enter into negotiated desi build contract. The design criteria Deleted:
e D I •D
shall specify such performance-based criteria for the public construction
package p Y p
project, including, but not limited to the legal description of the sit
e, survey D leted ��
Deleted:0
.:: .............211')2 ..... ......... ......... ......... ......... ......... ......... ......... 26.....:1 .. .... ........
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1_""uiry 11111 1:..;
information concerning the site interior space requirements,material quality standards,
schematic layouts and conceptual design criteria of the project, cost or budget
estimates, design and construction schedules, site development requirements,
provisions for utilities,storm water retention and disposal,and parking requirements,
as may be applicable to the project.
d. A "design criteria professional" means a firm that holds a current certificate of
registration under Chapter 481 F.S.to practice architecture or landscape architecture or
a firm who holds a current certificate as a registered engineer under Section 471 F.S.
to practice engineering and provide professional architect services,landscape architect
services, or engineering services in connection with the preparation of the design
criteria package.
3. The design criteria package shall be prepared and sealed by a design criteria professional
employed or retained by the BOCC.If the BOCC elects to enter into a professional services
contract for the preparation of the design criteria package, then the design criteria
professional shall be selected and contracted with in accordance with the requirements of
Chapter 287.055 F.S.The design criteria services of a firm under continuing contract may
also be utilized if the project construction costs are estimated not to exceed$2 million and
provisions for design criteria services are included within or added to such contracts. All
solicitations for professional services to prepare a design criteria package(s) shall inform
the recipient firms of the following information:
a. A description of the project;
b. The work to be performed;
c. Written notification that the design criteria professional who has been selected to
prepare the design criteria package shall not be eligible to render services under a
design-build contract executed pursuant to the design criteria package.
4. Upon completion of the Design Criteria Package,procurements of Design/Build services
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation Process.
5. The BOCC may appoint,direct and empower a technically qualified screening committee
to review,analyze,evaluate and rank/rate the applicable Design/Build proposals and report
their findings and recommendations back to the BOCC for consideration and contract
award.
6. The BOCC may declare a public emergency, where appropriate and authorize the using
Department/ „ c ,to negotiate an agreement for BOCC approval with the best-qualified
design-build firm to
at that time.
7. In lieu of the design/build contractor selection procedure described above, the
Department/.flfij _ may use a process established by statute and authorized by the BOCC,
however,for all design/build competitive selection documents the following shall apply:
....D............
lete.d.......��..............................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
p 27.....:1 .. .... ........
RC III C'()U IT �111,'II SS I FIII,I PI NIIR1-11\ iF'11_m1III 11�1-""uiry 11111 1:..;
a. Proposals must consist of a technical proposal and a price proposal.The two proposals
must be segmented into separate sealed packages and clearly marked
(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package.
(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.
CHAPTER 6: CONTRACTS/AGREEMENTS/Pl3 RC1...I E 0 R DE R S.
A. Contract Review
1. All contracts, leases and/or agreements of more than $100,000.00 shall be reviewed by
Risk Management,Purchasing,,P.MB,the a ro riate Dit-'ec�or/--.ss sta.it 1�.: . e for and the _ Deleted:
..............................................................................................................�
P ........................... .......................................................................................
County Attorney's Office prior to being placed on the agenda for BOCC approval. AnM_„ Deleted:Department Director
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
contract summary will be attached to each contract/agreement.All agenda item summaries
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................
and contract summaries accompanying agenda items shall be prepared b the e : eleted:Requesting Department
:::::::::::::::::::::: r ..........2. The ec / ic� 1mccc / s,sst� � ec� r of an approved contract/agreement - Deleted:Department Director
.,p ........ .......__..
shall designate a Contract Manager who shall be responsible for enforcing performance of
said contract/agreement terms and conditions.
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,proposals,or replies 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 3 6 months from the date of being placed on the convicted
vendor list."
....D...........
lete.d.......��..............................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
1 .i�..... ......... ..............................................................................................2.... :�' "" """" ........
V111_":��m����III �'�;:U� ,I T i,`,"Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ F"1_m1 III 11""ui ry ^,,,1 1:..;
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.0 10-1990 or any County officer or employee
in violation of Section 3 of Ordinance No.020-1990.For breach or violation of this provision
the County may,in its discretion,terminate this contract without liability and may also,in
its discretion, deduct from the contract or purchase price, or otherwise recover the full
amount of any fee,commission,percentage,gift,or consideration paid to the former County
officer or employee."
4.Non-Collusion Statement (Attachment D.10): Each bid shall contain the appropriately
worded non-collusion certification.
5.Drug Free Workplace (Attachment D.11): Each bid shall contain an executed"Drug Free
Workplace"form.
6.Vendor Certification Regarding Scrutinized Companies List(Attachment D.12): Each bid
shall contain this certification.
7.Affidavit Attesting to Noncoercive Conduct for Labor or Services(Attachment D.13):Each
bid shall contain this certification.
C. CPI Computation
A multi-year contract/agreement amount agreed to herein may be adjusted annually in accordance
with the percentage change in the Consumer Price Index for all urban consumers(CPI-U),for the
year ending December 31 of the previous year.
D. Exceptions
1.There are certain expenditures for which the processing of a purchase order is unnecessary.
The following should be made without purchase orders,but utilizing another process in the
finance system as indicated below:
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.
.............Interdepartmental charges,which are submitted on a Supplier Invoice Request.
c. Pur.chase s.i n ace e a s i n g a......Pur. lea s i„n g_ "aW.:...
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.
D........lete.d.�.......................................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d..............................................................................................................................................................................................................................................................................................................................................................................................
p29.....:1 .. .... ........
V111_ � '�:� � I U I i,"'Q,,,1�111,'l I SS.1 0 F IIR IS111 P1 N IIR 11-1 1\ F"1_m"III 11""ui ry ^,,,/l 1:..;
a. All radio communications service and equipment - including but not limited to two-
way personnel and vehicle radios, beepers, etc. Monroe County Administrative
Instruction#5511.
b. All telephone systems, lines, services, equipment and audit costs for same. Monroe
County Administrative Instruction#4401.
c. All computers and or data communications hardware, software,product and services.
Monroe County Administrative Instruction#4401.
d. All travel shall be approved and/or regulated by the Monroe County Administrative
Instruction#4716.
e. All purchase of vehicles, rolling equipment or emergency generators (excluding fire
trucks and ambulances) shall conform to Monroe County Administrative Instruction
#6402.
E. Preference to Florida businesses(F.S.287.084)
When required to make purchases of personal property through competitive solicitation and the
lowest responsible and responsive response is a vendor whose principal place of business is in the
State of Florida,then the County may award a preference to the lowest responsible and responsive
vendor having a principal place of business within the State of Florida.However,this section does
not apply to transportation projects for which federal aid funds are available.
F. Preference to businesses with drug free workplace programs(F.S.287.087)
Whenever two or more responses that are equal with respect to price, quality, and service are
received by the County for the procurement of commodities or contractual services, a response
received from a business that certifies that it has implemented a drug-free workplace program shall
be given preference in the award process.
G. Change Orders
1.Whenever there is a change to a construction contract or professional services contract or
task order,a Change Order must be prepared(see Attachment D.7 and D.7a)explaining the
revision.A change to a construction contract or professional services contract or task order
modifies the agreement and work and includes changing the original contract price and/or
extending the date of substantial completion of the subject project or final date that the
professional service must be completed or performed.
2.The County Administrator has the final approval and authority for execution of a Change
Order provided the Change Order for a given project or service does not exceed$100,000.00,
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.
....D...........
lete.d.......��..............................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i')..... ......... ..............................................................................................30...�..: nnnnnn ........
RC III :'U IT �111,'II SS I FIII,I PI NIIR1-11\ F"1_m1III 11�1-""uiry 11111 1:..;
3.Before the County Administrator executes a Change Order described in the above item G.2.,
he must first notify the members of the Board of County Commissioners of his intent to do
so at least 24 hours before executing it.The County Administrator has the authority,without
notifying the Board of County Commissioners, to approve a Change Order to alter the
substantial completion date by up to six (6) months provided that it does not change the
contract amount.
4.A report must be provided at each monthly County Commission meeting listing the Change
Orders approved by the County Administrator during the prior month and the reasons for
those Change Orders.
5.Any Change Order which exceeds the amount approvable by the County Administrator as
described in the above item G.2.must be approved by the Board of County Commissioners.
6.All Change Orders must be approved prior to any commencement of work.
a. Pursuant to F.S.218.7551 if the County receives from its Contractor a price quote for a
change order issued by the County, and the price quote conforms to all statutory
requirements and contractual requirements for the project,the County must approve or
deny price rice quote and send written notice of that decision to the Contractor within
3 da s after receipt of such quote. An denial notice must specify the alle edw Deleted:o
...............Y....................._......................................._P................._..................................... ..............................................Y...................................._............................................................................................................................................................P.............................. '....................................................................g................
deficiencies in the price quote and the actions necessary to remedy those deficiencies.
CHAPTER 7:EXCLUSIONS
A. Sole Source
Purchase of commodities and services from a single source may be exempted from formal
competition or price quote requirements under the following conditions:
1. The Purchasing Office must in all cases evaluate the request for such commodity,service
or 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 shall be authorized, after initial sole source certification, to make additional
purchases from a sole source vendor for not more than one year or until such time as
contrary evidence is presented regarding sole source eligibility,whichever period is less.
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
2. There must be a documented determination from the q c" t g "cpar e t/Q fficc or Deleted:Requesting Department
person that there is no other source readily available prior to the initiation of the sole"source
procurement.
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................
a. The :.e est � De r� e t/ fflce shall document the search conducted to ascertain w.--� Deleted:Requesting Department
................................................................ ................................................................................................................................................................................................
......................q........................................................... .......................................1........................................................................................................... .............................................................................................................................................................................................................................................
............�
that there is no other source available. The search shall include phone calls, e-mails, Deleted:Requesting Department
....
and letters to procurement offices or the e e �mm mg e ;tj . 1I./ :: Jc s counte art y
........ ......... ......... D leted:0.
inother Florida counties as well as to entities listed in the Count s vendor list and the :�.........................::::::::....................................:::::::..................................:::::::::.................................:::::::::..................................:::::::::..................................:::::::::.................................:::::::::..................................:::::::::..................................:::::::::.................................:::::::::.............................................
Y Deleted:0
"...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
211')2
.:: ............. ..... ......... ......... ......... ......... ......... ......... ......... ........................31.....:1 .. .... ........
VIII_":��m����III �'�;:U� ,I ''u �'"" '�''''��"�'��.1�';.��1�;IIR IIPI NIIR11-11\ F"1_m1III 11�1_""uiry 11111 1:..;
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.
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 e esti �-Y a tme t/ � Tice shall provide written � � Deleted:Requesting Department
...... .........................................................................................................................................................................................................
........._............................._....................................................... ................................................................................................................................ .................................................................................................................................................
justification as to the sole source nature of the procurement.
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
c. The q c t n I ep tm e A/ ice will submit this documentation and re ---------------------
source provider to the KEhA§M Office for review._Once approved by the Purchasing � _.w.. Deleted:Purchasing Department
Office and a on approval from the BOCC, Count Administrator, or Purchasing ....
......... ..... .........pp ......... .. ......... ......... ......... ......... ............�... Deleted.Department,
....... .........
Director that the proposed provider is a sole source provider, the e ��estmm�
-------....:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::..................
q............................................................ ............
Deleted:Requesting Department
„ .
.me� bmay proceed with the procurement process.
. ,B. Emergency Purchases
The term"emergency"is as defined in Section 2-347(k)(1)of the Monroe County Code.
Purchase of commodities and services in the event of a public emergency may be obtained under
the following conditions:
1. The public emergency for the requirements will not permit a delay resulting from
competitive solicitation.
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 $100,000.00 or less,
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 exceeds $100,000.00, the
purchase may be approved by the Mayor, or if the Mayor is not available then the
Mayor Pro Tem,or if the Mayor and the Mayor Pro Tem are not available then County
Commissioners in order of priority based on longest consecutive tenure on the Board
of County Commission,but the purchase must be ratified after-the-fact by the Board of
County Commissioners at the next practicable meeting of the BOCC.
3. With respect to an emergency as defined in Section 2-347(k)(1)d.of the Monroe County
Code,the purchase may be approved up to the spending levels outlined in Chapter 2 of this
Manual,including the requirement to obtain competitive price quotes,where necessary.
....D............
lete.d.......��..............................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i 32.....:1 .. .... ........
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
4. Where the purchase of goods or services requires a contract where the cumulative total
value per fiscal year is more than$100,000.00,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
Count Administrator Purchasing Director, e. °t e tt/ f ce Director/-ss statit Deleted:Department Director
> ,,,,,,,,,,,,,,,,,,,,,,,, p
Y g . .........................................................................................................................................................................
erector, 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.
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
6. Authorization Outside of Normal Business Hours. A I ectt:r/ sssta Lrectcr durin Deleted:Department Director
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 $100,000 and less shall be approved by the County Administrator
after-the-fact.All emergency purchases exceeding$100,000.00 must be approved by the
BOCC after-the-fact.
8. All emergency urchases are subject to approval by either the BOCC, County
Administrator, Assistant County Administrator or urchasing 1 �� t � at the authorized Deleted:Director of
........ ......... ......... ......... ......... ......... ......... ......... ......... ......... ..........
level of authority.Any waiver of competition in a specific instance shall not serve to waive
competition of future purchases of a similar or exact nature.
Emergency purchases are to be used only when unforeseen circumstances occur. The
Purchasing Office shall make the determination of whether an emergency exists.
C. Cooperative Purchasing
1. State and Federal Contracts. Purchases more than $150,000.00 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 existin g u estm . d_gf,trrm.erit/O 1�c�, if directed b the Deleted:Requesting Department
g g contract, thee
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
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
goo s or services may eit er e away e tot at ven or,or competitive so icitation may e Deleted:Requesting Department
issued b the � e ttestt ,, . e „r�:� et�,/Of�ce.The urchase of the oods or services sou ht
Y ........................................................................ _ ___ Deleted:Requesting Department
may be made through the existing contract if none of the other vendors contacted by the - ...
Deleted:R tin Department
lm.ent e ues
„ / °°„ offered the goods or services at a rice lower than the rice
Requesting
of the existingcontract. The Purchasing Director will review and verify the e uestm D leted:�:
g fY .......................::::::::....................................:::::::..................................:::::::::.................................:::::::::..................................:::::::::..................................:::::::::.................................:::::::::..................................:::::::::..................................:::::::::.................................:::::::::.............................................
........................ ...........................................................g.........
D leted:0
i �i)..... ......... ..............................................................................................3.... :�.�.. ..............................
" � ' U ' '� � I I �111,l� 1� � FI,I11,
IIP"1 NIIR1-11\ iF'11_m1III 11�1-""uiry 11111 1:..;
„p ie 0f 0ic ,'s information or documentation. If the purchase is below the
competitive bidding threshold of $150,000.01, price quotes are not required by the
uc �m „ art.: ct/ iimcc unless directed b the PurchasingDirector or Count Deleted:Requesting Department
.9 . _____________________.________________..............'............................................................................. ................................ y..... ,
......... .........
...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Administrator.
..........
2. Other Public Procurement Units. to Deleted:Requesting Department
. ........................................................................................................................................................................................................................................................................................................................................................................................................................................................
purchase goods and services from cooperative purchasing ventures 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 „„ „„„m„ is also authorized to enter into joint ventures with other local Deleted:purchasing Department
....................................................................::......................................................................................................................................................... joint........ ........ ........ ........ ........ ............................
governments in order to create purchasing cooperatives and promote efficient purchases.
D. Previously Approved Projects
Once the BOCC has approved a project, concept, and/or specific capital budget item, which
includes maintenance to County buildings and equipment, including repairs,janitorial services
etc., subsequent additional, redundant approval by the BOCC is specifically not required for
advertisements, Requests for Qualifications (RFQs) or Request for Bids (RFB's), Request for
Proposals(RFPs)or replies(BOCC action 5-26-93,Page 93/254#1).When repairs are needed due
to an emergency event(such as a hurricane)and obtaining BOCC approval will delay procuring
the goods or services needed for the necessary repairs, the County Administrator or Assistant
County Administrator can authorize the advertisement of the competitive solicitation until the
BOCC can approve the project or concept at the next practicable BOCC meeting.
E. Piggybacking
The County has the option to "piggyback" on another governmental entities' or not for profit
association's competitively awarded bid to take advantage of the pricing received:
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. Thee must first verify specifications and award information - Deleted:Requesting Department
__ ____..............................................................�.........�...................__.._.._.._.._.._.._.._.....................................................................................................__.._.._.._.._- � �
. .......................................................................................................................................................................................................................................................................................................................................................................................................................................................
and receive permission from both the entity and the vendor to piggyback or when
permission is not attainable,that there is no known objection or prohibition to piggyback.
2. Piggyback purchases more than$150,000.00 are not subject to the competitive solicitation
process. However, before any purchase is made through an existing contract, the
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
cg Dc /0cc, if directed by the Purchasing Director or County -- Deleted:Requesting Department
....................................... ...................................................................
........ ......... ....... ........ ......... ......... ......... ......... ......... ......... ..........
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 may either be Deleted:Requesting Department
....
awarded to that vendor, or a competitive solicitation may be issued by the ..�.w.l„� 1111 Deleted:Requesting Department .
eaft ent/ e.The purchase of the goods or services sought may be made through the
........ ..... ...........
D leted.�.,�
existing contract if none of the other vendors contacted by the , , �„ „
........................................................................................................................................................................................................................................................................................................................................................................................................................................................
D leted:11
i34.....:1 .. .... .........:: ............. ..... ......... ......... ......... ......... ......... ......... .........
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
„p ie 0f 0ic offered the goods or services at a price lower than the price of the
existing contract. The Purchasing Manager will review and verify the cucst �gw Deleted:Requesting Department
............................................................................................................................................................................................................................................................................................................................................................................................................................
Q p r�n,ric 1/O11.5 c ,'s information or documentation.
3. Conversely, Monroe County will allow other governmental entities to piggyback on
Monroe County's quotes when requested.
4. Please note the term "piggyback" only applies when the items(s) or services(s) being
purchased are similar or substantially similar as the original award.
CHAPTER S: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 by eliminating the need of issuing individual written purchase orders and can
be requested in an amount not to exceed$100,000.00.
BPOs are issued when there are repetitive needs for specific items or services and when the exact
quantities and delivery requirements are not known in advance and may vary. A purchase
requisition containing(1) description of the required items or services, (2) specified period, and
(3)estimated quantities for the specified period,is required to get a pre-priced BPO.
BPOs cannot be issued without a maximum dollar amount. A BPO shall be authorized by the Deleted:Department Director
w,
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................
„hector/ „„ista 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/office having project management/oversight responsibilities,should
develop an acceptable plan to utilize and afford opportunities to minority,small and disadvantaged
firms.This plan may include:
1. Separate percentage goals for using small,minority and disadvantaged businesses.
2. Name of an individual employed or retained who will administer the firm's subcontracting
program.
3. Description of efforts to be made to ensure such firms have an equitable opportunity to
compete for subcontracts.
.....
4. Assurance that federally funded contracts comply with the provisions contained therein. D leted. )7
............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i 35.....: .. .... ........
.:: ............. ..... ......... ......... ......... ......... ......... ......... .........
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1-""uiry 11111 1:..;
®.....................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.
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 $150,000 or less, 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$150,000.00,the County Administrator should
authorize the purchase and report to the Monroe County BOCC the purchase of the premiums. It
is understood that since the cost of builder's risk policies are included in the overall budget for the
project, the cost of premiums will be paid from the funding source for that project which are
generally approved by the BOCC as part of the budget process.
The purchase of insurance which is exclusive,due to the unique terms and conditions and/or the
detailed coverage required by the County, may also be exempt from competitive bidding
procedures pursuant to Section 2-347(e)(5)(g.).Risk should document the reason(s)for the policy
being exempt from the competitive bidding procedures.When premiums exceed$150,000.00,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.
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 „" shall keepa compi..lat...........ion o........................f t.......he num.................................................................---ber and amount of recycled... Deleted:department
...........................................................................................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.
p D Ieted:��::)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........:::: ................................................................................................................................................................................................................................................................................................................................................................................................
2i)2.. ......... ..............................................................................................36...�..: "" """" ........
V111_":��m����III �'�;:U� ,I T i,`,"Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ F"1_m1 III 11""ui ry ^,,,1 1:..;
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
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 a a 2ME� Deleted:department
responsible for their contract,which in turn shall forward the reports to the Clerk of the Court,
Property Clerk.
A. Each using agency shall assign a person who will be primarily responsible for maintaining
the fixed assets of the Department or Office("Property Custodian").
B. Classification of Surplus Property:
1. Property may be designated as surplus by the using agency for any of the following
reasons:
a. It becomes inoperable and cannot be repaired;
b. It is more economical to replace the asset than to repair it;
c Property becomes obsolete;
d The department or office no longer has need of the item;or
e It is scheduled for replacement as a matter of policy.
2. All property that is declared surplus shall be designated into one of four(4)categories:
a. Vehicles;
b. Property with a historical purchase value equal to or greater than$1,000(fixed
asset,with property ID#);
c Property with a historical purchase value less than$1,000(non-fixed asset,no
property ID#);
d Computers,computer-related,and telecommunication equipment.
3. After the property has been placed into a specific category the following procedures
will be used for disposition:
a. 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.
(1) Required forms to initiate the competitive solicitation/public auction of
surplus property. The Property Custodian within the using agency is D leted:07
..................................................................responsible for preparing and submitting an Inventory Deletion Request ::::::::::::::::::... .
D leted:0
i...... ......... ..............................................................................................3.... .:�.�.. ...............
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Form (See Attachment B.2.), executed by the Property Custodian and the,,,,,- Deleted:Department Director
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1 , c for of the using agency, to the Property Inventory Clerk. For
computer related equipment valued over$1,000,the Property Custodian
in the using agency is responsible for preparing and submitting the required
Computer Related Equipment Inventory Deletion Request Form (See
Attachment B.3).The Information Technology Department/ f"fi„°„ 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).
(2) BOCC must approve the request to advertise for competitive solicitation/public
auction for the sale of surplus property. Upon receipt of the fully executed
Inventory Deletion Request Form or Computer Related Equipment
Inventory Deletion Request Form, the Property Inventory Clerk or using
agency,will place an item on the BOCC agenda for approval of competitive
solicitation/public auction for the sale of the surplus items.
(3) Scheduling and Coordination of Competitive Solicitation/Public Auction:
Following BOCC approval, the Property Inventory Clerk initiates and
coordinates the competitive solicitation process for the sale of surplus
property at intervals throughout the year as needed, coordinating with the
Property Custodians in each using agency, the County Attorney's Office
and the BOCC Purchasing Office. In addition to the Property Inventory
Clerk's sale of surplus property, the using agency may schedule and
coordinate a competitive solicitation/public auction for the sale of specific
surplus property when it is necessary or beneficial for the County.
(4) 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 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 Office places the item(s)on
the electronic bidding platform.
(5) 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 Count Administrator to sign the Bill o Sale
P g Y g f ............................................................................................................................................................................................................................................................................................................................................................................................................................................................
.D leted:.Absolute prepared b the Property Inventory Clerk. ...................................................................................
..................................D leted.0
3 8.....: .. .... ........
RC III C'()U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1_""uiry 11111 1:..;
(6) After payment is received,the Property Inventory Clerk is responsible for
preparing and transmitting a Bill of Sale,Absolute to the County Attorney's
Office for each individual surplus item being sold.The County Attorney's
Office transmits the Bill of Sale,Absolute to the County Administrator for
execution.Upon execution the Bill of Sale,Absolute shall be forwarded to
the Clerk for recording of the document in BOCC records. The Clerk then
transmits the fully executed original Bill of Sale,Absolute(s)to the Property
Inventory Clerk to transfer title and possession of the item(s)to the
successful bidder, coordinating with the using agency as needed. If the
item(s) are sold via public auction by an outside vendor retained by the
County, the Property Inventory Clerk will coordinate title transfer and
preparation of documents with the vendor and may do so prior to payment
to the County and/or in accordance with the public auction vendor's
contract.
4. Assets with a fair market value equal to or greater than$5,000 for which no bid was
received shall again be offered for sale by competitive solicitation. If no acceptable
bids are received after a second attempt to sell by competitive solicitation, then 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.
5. 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.
6. 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/c-�.l.TM�ice 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.
7. 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 Count or may be disposed of for value
p p g y Y p
in com liance with 274.06 Florida Statutes and as amended. The determination of
............................................................................... .............
Deleted:P ...
Deleted:0
.:: .............211')2 ..... ......... ......... ......... ......... ......... ......... ......... 39...�..: .. .... ........
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1_""uiry 11111 1:..;
property to be disposed of by the BOCC shall be at the election of the BOCC in the
reasonable exercise of its discretion pursuant 274.06, Florida Statutes. Property, the
value of which the BOCC estimates to be under$5,000.00,may be disposed of in the
most efficient and cost-effective means as determined by the BOCC pursuant to F.S.
274.06.
All assets under a lease agreement will be disposed of in accordance with the terms of
the agreement.
8. 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.
9. 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.
C. Subject to the procedures noted above,responsibility for disposition is as follows:
1. Fleet Management is responsible for the disposition of vehicles and other heavy
equipment,excluding Emergency Services,Airports and Social Services Department
vehicles. Those Departments are responsible for disposition of their vehicles and are
required to follow the surplus property as set forth above.
2. Property Custodians are responsible for the disposition of fixed assets of any value,other
than vehicles,computers,computer-related,and telecommunication equipment.
3. Information Technology is responsible for the disposition of computers, computer-
related,and telecommunication equipment.
D. Employees of Monroe County are expressly forbidden to bid on sales of surplus Monroe
County property. No employee's relative, as defined by Florida Statute Section
112.312(21), shall be allowed to bid on surplus property over which the employee had
custody or authority to initiate or authorize the decision to surplus.F.S. 112.312(21):
"Relative,"unless otherwise specified in this part,means an individual who is related to a
public officer or employee as father,mother,son,daughter,brother,sister,uncle,aunt,first
cousin,nephew,niece,husband,wife,father-in-law,mother-in-law,son-in-law,daughter-
in-law,brother-in-law,sister-in-law,stepfather,stepmother,stepson,stepdaughter,
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 an other natural person having the same legal residence ......................................................................................................................................................................................................................................................................................................................................................................................................................................................�
Y p g g
eted.07
as the public officer or employee. .
p
D leted:0
"...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
p40.....:1 .. .... .........:: ............. ..... ......... ......... ......... ......... ......... ......... .........
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ f"1_m1III 11�1_""uiry 11111 1:..;
CHAPTER 13: PURCHASING CARD POLICY
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and
policies which control the use of Purchase Cards. The Purchasing Card Policy&Procedure is to
be followed and is attached hereto as ATTACHMENT C. There shall be absolutely no personal
purchases made with the County issued P-Card.
CHAPTER 14:FEDERAL FUNDING REQUIREMENTS
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 11,Part 200.All procurements must comply with Florida Statutes,rules
and procedures as per 2 C.F.R.§§200.318-200.326.
All Contracts and procurements in which federal funds are used shall include the following
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions]
A. Procurement Standards(2 C.F.R.§§200.318-200.326)
1. General Rules:
These standards apply to procurement of goods or services using federal funds and program
income.
The procurement must comply with Non-Federal Entity/Monroe County's procurement
procedures which reflect applicable State and local laws and regulations,provided that they
conform to applicable Federal law and the standards identified in 2 C.F.R.Part 200.
The e uest m i.:e amte / 1 ce via the desi nated contract mana............................................................................................................................ er must mainta.........in........ Deleted:Requesting Department
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
oversight to ensure that contracts perform in accor........................................................... .........dance.......................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 qgl g�arttnent 1��ce must comply with the grant Deleted:Requesting Department
. ........ ......... ........P�........ .... �w ....... ........ ...... ....... ........ ........ ........ ........ ........ ........ ..........
procurement requirements or complete the E.1 or E.2 Procurement Form (Attachment E.1 for
purchases$10,000 and over)or Attachment E.2 for purchases through competitive solicitation,i.e.
purchases of more than$150,000.00),and submit with the Requisition.If Disaster related, use
Disaster Request or Purchase Form Attachment E.4. The E4 El or E2 and supporting .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
q f ( ) � pp g
documents must be submitted to theca„�rr �d dn ��� � e vgt ice for approval .-µ~` �Deleted:Budget and Finance Office
Deleted:B t o Fin n ud e and ace
before submittingto the BOCC for the contract award.In addition if Attachment E.3 Debarredg
( ...............................................................
Suspended or Ineligible Entity Checklist) and/or the Minority Owned Business Declaration are D leted.��7
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
.........................................
required,include them with the E4 submission to rs l as g and pinis rative verSLI J These D leted:
....
i ......... ......... ..............................................................................................41.....:1�.�.. ...............
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m"III 11�1_""uiry ^,,,/l 1:..;
documents must be maintained in accordance with Chapter 119,Public Records Law and the
Florida Department of State, Division of Library and Information Services, General Records
Schedules GS 1-SL for State and Local Government Agencies.
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 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 Federal rules and guidelines.No employee,officer
or agent may participate in the selection,award,or administration of a contract supported
by a Federal award if he or she has a real or apparent conflict of interest.Such a conflict of
interest would arise when the employee, officer, or agent, any member of his or her
immediate family, his or her partner, or an organization which employs or is about to
employ any of the parties indicated in the contract,has a financial or other interest in or
tangible personal benefit from a firm considered for a contract. The officers, employees,
and agents of the County may neither solicit nor accept gratuities, favors, or anything of
monetary value from contractors or parties to subcontracts.However,in accordance with
the Personal Policies and Procedures, a gift of $100.00 or less is considered a non-
substantial financial interest or an unsolicited item of nominal value. County Employees,
officers or agents that violate the County standards of conduct will be subject for
disciplinary actions as set forth in more detail in the Personnel Policies and Procedures
Manual.(2 CFR§200.318(c)(1),200.318(c)(2))
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
4. Avoidance of unnecessary or duplicative items: Them cliasmm g� tm cAdministrative �- Deleted:Budget and Finance Department
... ........ ...... ........ ....... ........ ........ ........ ........ .........
yt'„ 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 -1m.mrchmas rm and �,,�- ,p Deleted:Budget and Finance Department
Y pp
4
......::: :::::::::...................µw
Administrative Oversight office 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. The D leted.07
............................................................................. .........................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
pm 42.....:1 .. .... ........
V111_":��m����III �'�;:U� ,I T i,`,"Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ F"1_m1 III 11""ui ry ^,,,1 1:..;
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
ces�: :g .. �rtc /01cc must complete the Debarred, Suspended, or Ineligible -- Deleted:Requesting Department
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. 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)).
3. No State or Local Preference*: No preference shall be included in the competitive
solicitation or in the procurement transactions(2 CFR§200.319(b)).*Please note that the
RESTORE ACT allows for state preference.
4. Solicitation Requirements: The solicitation shall include a clear and accurate description
of the technical requirements for the material,product,or service to be procured,including
requirements that must be fulfilled by offerors/vendors and the evaluation factors/criteria,
e.g. Identify if price or quality is most important in the solicitation. If the County uses
prequalified persons or firms,the contract for services or list must be current and include
at least 3 prequalified persons or firms and not preclude any potential bidders from
qualifying during the solicitation period.2 C.F.R. §§319(c)-319(d).
C. Method of Procurement Requirements
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$150,000.00(2 C.F.R.W0.320(0)
a. Sealed Bids: Bids are publicly solicited and a firm fixed price contract(lump sum or
unit price) is awarded to the responsible bidder whose bid, conforming to all the
material terms and conditions of the invitation for bids,is the lowest in price. Sealed
bidding is the preferred method for procuring construction. [Federal Note: Sealed
bidding is generally used where price is the most important evaluation factor for the D leted.���)7
............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
43.....:1 .. .... ........
V111_":��m����III �'�;:U� ,I T i,`,"�Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
County.] Contract award under the sealed bidding method of procurement is made to
the bidder submitting the lowest priced,responsive and responsible bid.
b. Responsive and Responsible Defined:"Responsive"refers to whether the bidder meets
all the material requirement of the Request for Bids (RFB)/invitation for bid(IFB),
while "Responsibility" refers to contractors possessing the ability to perform
successfully under the terms and conditions of a proposed procurement.Consideration
will be given to such matters as contractor integrity, compliance with public policy,
records of past performance,and financial and technical resources.[See 2 C.F.R.§200.
318(h)]
c. 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)]
d. 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
the electronic biddingplatform and if applicable to a list of suppliers to be
p PP PP
provided to the Pmr Est t i ice from the c �c �41. � cl...�� .en/O i'itc �� -�~� Deleted:Purchasing Department
,, :: ...
...
providing sufficient res response time prior to the date set for o enin the bids and
p g p p p g � Deleted:Requesting Department
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;
(3) Set forth the Time and Place for the bids to be publicly opened;
(4) Award a firm fixed price contract in writing to the lowest responsive and
responsible bidder;
(5) If any bids are rejected,there must be a sound documented reason supporting
the rejection[2 C.F.R. §200.320((c)(2)].
e. Cost or Price Analysis As per 2 CFR §200.324, if the contract amount (including
contract modification) exceeds $150,000.00 the County must perform a cost or price
analysis.
...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
A Cost or Price Analysis must be conducted by the cucs�tcptcr�t/ fcc (2 C.F.R... Deleted:Requesting Department
§200.324(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.
Price&Cost Analysis Description:
D leted:I.)7
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
p44.....:1 .. .... ........
" � i' U ' '� � I () I �111,l� 1� � FI,I11,
IIP"1 NIIR1-11\ iF'11_m1III 11�1_""uiry 11111 1:..;
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
inde endent estimate. Price Analysis is the preferred method to be used by the
lei tt cit Office.
Deleted:Requesting Department di
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
rice and the application of judgement to determine how well the proposed costs
p pp J g p p
represent what the cost of the contract should be. The e uest n� .:e artnient/ ffice --w Deleted:Requesting Department
must negotiate profit as a separate element of the price for each contract in which there
is no price competition,and in all cases where cost analysis is performed.To establish
a fair and reasonable profit,consideration must be given to the complexity of the work
to be performed, the risk borne by the contractor, the contractor's investment, the
amount of subcontracting, the quality of its record of part performance, and industry
profit rates in the surrounding geographical area for similar work. (2 C.F.R.
§200.324(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. §200.324(c))
c. Cost plus a percentage of cost and percentage of construction cost methods of
contracting must not be used.(2 C.F.R. §200.324(d)).
d. Procurement by colnpetitive 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)
e. Requirements for Competitive Proposals: If Procurement by competitive proposals is
used,the following requirements apply:
(1) The Request for Proposals(RFP)must be publicized,i.e.,as per Chapter 3,Paragraph
A.2.
(2) Identify all evaluation factors and their relative importance,i.e. evaluation/selection
factors and points/percentage allocation for each factor;
(3) Solicit proposals from an adequate number of qualified sources (via the
electronic bidding platform and if applicable to a list of qualified sources to be
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
provided to the u c a� : :� :f'is ....from the �esli �.:: ttt ent/t icc._�_________ Deleted:Purchasing Department
(4) The method for conducting technical evaluations of the proposal received and ...... L
Deleted:Requesting Department
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................
for selecting recipients as outlined in Chapter 3, Paragraph B should be
followed and when appropriate should be outlined in the RFP;
5 The Coup shall award the contract to the responsible firm whose proposal is most
O County p p p
Deleted:��7
advantageous to theprogram/project,with rice and other factors considered. ............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
g p ...................................................
Deleted:0
ip 45.....:1 .. .... .........:: ............. ..... ......... ......... ......... ......... ......... ......... .........
" � ' U ' '� � I () I �111,l� 1� � FI,I11,
IIP"1 NIIR1-11\ iF'11_m1III 11�1_""uiry 11111 1:..;
[Federal Note regarding architectural/engineering(A/E)professional services:the County may use
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants
Competitive Negotiation Act(CCNA),for qualifications-based procurement of A/E professional
services whereby competitors' qualifications are evaluated, and the most qualified competitor is
selected,subject to negotiation of fair and reasonable compensation.The method,where price is
not used as a selector factor, can only be used in procurement of A/E professional services. It
cannot be used to purchases other types of services though A/E firms that are a potential source to
perform the proposed effort.2 C.F.R.§200.320(d)(5)]
2. Informal Procurement- Over $10,000.00 throuMh $150,000.00 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. over
$250,000.00), or (2) whatever amount State (if applicable F.S. Statute requirement) or
Monroe Count 's competitive procurement rules i.e. $150,000.00 or less).Price and rate
quotations must be obtained from an adequate number of qualified sources.The n. Deleted:Requesting Department
...... ........ ........ ........ ........ ........ ........ ........ ........ ........ .........
Pa ,�, „en1/. fro should to the maximum extent possible obtain the number of price
quotes as required in Chapter 2,F.1.and give consideration to the amount of the purchase
when obtaining rate and price quotes. When purchasing complex supplies or services,
lease document and include justification for the number of rice quotes obtained. The
p J P q _
�. u.esti . De art �e�t/O i���c�should follow the procedure as set forth in Chapter 2 F.2. Deleted:Requesting Department
.......................................................................................... ............................................................
_.__.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._...................................................P......__.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.................................._.
and ensure that proper documentation is maintained in this regard to justify the purchase.
(2 C.F.R. §200.320(b)
3. Micro-purchases: Up to $10,000.00 (i.e. purchases below $10,000.00, See 2 CFR §
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
200.67) Micro-purchases are awarded based on price reasonableness. The JjSqaS§ M w.� Deleted:Requesting Department
". ...... ........ ........ ........ ........ ........ ........ ........ ........ ........ .........
partrn ent/; ficue will maintain documentation of price reasonableness. [Note:Action to
verify the reasonableness,includes utilizing price quotes,telephone or internet research.]
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
The c uc t� � c a t c / it cc, to the extent racticable, should distribute micro- Deleted:Requesting Department
_ .........................._._ .................... ...........................................................................................................................................................P...... ..... .... ......... ......... ........ ....... ............................................._
purchases equitably among qualified suppliers.Documentation of the purchase in the form
of a R................. „t,t, ...... „ 4, ,, ,. when a licable,is necessa to the extent to demonstrate that it �_ Deleted:TP
�? _ '_ �,
is an allowable cost for performance of the Federal award(as per 2 C.F.R. §200.403)and
to keep record of equal distribution to qualified suppliers.2 C.F.R. §200.320(a)
4. Noncompetitive proposals: [2 C.F.R.�200.320(f)1 [Note: this does not apply to Micro-
purchases;RESTORE ACT/Department of Treasury has sole source section that provides
more detail and should be referred to when using RESTORE ACT funds]
a. 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 Deleted:Requesting Department
................................................................
to reach other sources is justification for proceeding with sole source but this .......................................................................................................................................................................................................................................................................................................................................................................................................................................................
J p g , D leted:��::�
must be sufficiently documented by the sty � .c nt,/ �ffic,e and
,..: p............... D leted:0
i46.....:1 .. .... .........:: ............. ..... ......... ......... ......... ......... ......... ......... .........
RC III :'U IT �111,'lI SS I FIII,I IIP"1 NIIR1-11\ F"1_m1III 11�1_""uiry 11111 1:..;
provided to Purchasing Office as directed in Chapter 7 Exclusions A. Sole
Source)
(2) the public exigency or emergency for the requirement will not permit a delay
resulting from competitive solicitation [Federal Note: Exigency" is generally
defined as something that is necessary in a particular situation that requires or
demands immediate aid or action.By comparison,the term"emergency"means
an unexpected and usually dangerous situation that calls from immediate action.
Emergency will typically involve a threat to the public or private property or
some other form of dangerous situation,whereas an exigency is not necessarily
limited].
(3) the Federal awarding agency or pass-through entity expressly authorizes
noncompetitive proposals in response to a written request from the County; or
4 after solicitation of a number of sources a competition is determined inadequate O � p q
Before utilizing this exception, the -fie �mest:rt I:e a�"te ��/ '1�� e should Deleted:Requesting Department
[ g P -------------
review the solicitation and the publicizing of the solicitation to ensure that it
was not inadvertently drafted in a manner to reduce or eliminate competition,
which resulted in the receipt of one or no proposals. If this is found to be the
case, the artmettt/ ffice should revise the solicitation and re- Deleted:Requesting Department
publicized the solicitation in order to resolve the competitive concerns. The
� ecltteteptrtncnt/ 1te should also document justification for "the Deleted:Requesting Department
........ ......... ....... ......... ........ ......... ......... ......... ......... ......... ..........
noncompetitive procurement and provide to 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 Policy,
the ment/ ffl in conjunction with the County's r h ttt anted. �- Deleted:Requesting Department
dmi n i str ttv t�J
.glI t �1°t c e shall: ��u,
Deleted:Budget and Finance Department
.. ... ... ... ... ... ... ... ... ... ......
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 the electronic bidding
platform 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.
....D............
Iet e.d.....................................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
i p 47.....:1 .. .... ........
V111_":��m����III �'�;:U� ,I T i,`,"Q1,,,1�111,''���"�'��.1�';.��1�;IIR IIP1 N IIR 11-1 1\ F"1_m1 III 11""ui ry ^,,,1 1:..;
a. Divide total requirements,when economically feasible,into smaller tasks or quantities
to permit maximum participation by small and minority businesses, and women's
business enterprises.
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
Business Administration and the Minority Business Development Agency of the
Department of Commerce.
d. Require the prime contractor,if subcontractors are to be let,to take the affirmative steps
listed above.
[Federal Note: Collectively referred to as "socioeconomic contractors" or "socioeconomic
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.]
E. Contractual Considerations
Contract(s)must include the provisions of 2 C.F.R.200 and Appendix II to 2 C.F.R.Part 200,as
amended and as applicable depending upon the Federal program legislation(See Appendix II for
details):
1. Davis-Bacon Act,as amended(40 U.S.C.§§3141-3148)and Copeland Anti-Kickback Act
(40 U.S.C. § 3145) if the contract amount exceeds $2,000.00 [Davis-Bacon Act applies
only to Emergency Management Preparedness Grant Program,Homeland Security Grant
Program, Nonprofit Security Grant Program, Tribal Homeland Security Grant Program,
Port Security Grant Program and Transit Security Grant Program;This is not applicable to
the Federal Emergency Management Agency (FEMA)Public Assistance (PA) Program
Grants]
2. 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 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]
3. 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)
4. Debarment and Suspension Clause A contract award must not be made to parties listed in
the overnmentwide exclusions in the System for Award Management SAM. ov See 2 D leted: )7
g Y g ( g )( .............................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................
C.F.R. Part 200 Appendix II H • See also See Executive Order 12549 Executive Order 0
p48.....a .. .... ........
V111_ � ('I.U "� � I ,� I i,,(Qi,,l�111,'l IS S.I F I11,
IIP1 11-1 \ F" I P111111"1111111,
126891 2 C.F.R. Part 180.530 and 2 C.F.R. Part 3000) [. This requirement applies to all
FEMA grant and cooperative agreement programs]. A "covered transaction" includes
contracts for goods or services in the amount of at least$25,000;when the contract requires
FEMA approval, regardless of the amount, the contract is for federally required audit
services,a subcontract is also a covered transaction if it is awarded by the contractor of a
recipient or subrecipient and requires either FEMA approval or is in excess of$25,000.
5. Byrd Anti-Lobbying Clause on all contracts;If the contract exceeds$100,000.00,bidders
must also submit an Anti-Lobbying Certification (see Attached Certification Regarding
Lobbying Form). [This requirement applies to all FEMA grant and cooperative agreement
programs.] (See 2 C.F.R.Part 200,Appendix II(I);31 U.S.C. § 1352; and 44 C.F.R.Part
18)
6. Procurement of Recovered Materials:All procurements and contracts,involving the use of
materials must comply with the requirement to procure only items designated in the EPA
at 40 C.F.R.Part 247 that contain the highest percentage of recovered materials practicable,
consistent with maintaining a satisfactory level of competition,where the purchase price
of the items exceed$10,000 or the value of the quantity acquired by the preceding fiscal
year 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]
7. 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)
8. 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 affected and the basis for settlement.
(See 2 C.F.R. Part 200, Appendix II(B) [Applies to all FEMA grant and cooperative
agreement programs]
9. 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
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"]
10.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. 7401-7671 and the Federal Water D leted:..
p ( §§ q) ..............................................
................................................................................
D leted.0
..it...... ......... ..............................................................................................49.....:1 "" """" ........
VIII_":��m����III �'�;:U� ,I T i,`,"�Q1,,,I�111,''���"�'��.1�';.��1�;IIR IIPI N IIR 11-1 1\ iF'111_m1 III 11""ui ry ^,,,1 1:..;
Pollution Control Act(3 3 U.S.C. §§ 1251-13 87).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).
11.Prohibitions on certain telecommunications and video surveillance services or equipment
as set forth in 2 C.F.R. §200.216.
12.Domestic preference for procurements as set forth in 2 C.F.R. §200.322.
13.Other Federal Contract Requirements.
14.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).
F. Construction Contract Considerations
County Departments/ „ce s. that handle construction projects are encouraged to use value
engineering clauses in contracts for construction projects of sufficient size to offer reasonable
opportunities for cost reductions.The County may use a time and material type contract only after
a determination 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.
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 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,it must include the Equal Opportunity Clause.
For construction contracts exceeding$2,000 awarded under a Federal grant--unless otherwise
exempted--it must include a Davis-Bacon Act Clause and Copeland Anti-Kickback Act clause
addressing prevailing wage rates. [Note that FEMA Public Assistance and Hazard Mitigation
Grant Program contracts do NOT require these clauses.]
If the contract amount exceeds $100,000.00 and involves the employment of mechanics or
laborers, it must include a Contract Work Hours and Safety Standards Clause.
Bonding requirements for construction or facility improvement contracts exceeding$200,000.00:
The c uest I:e apt et/Oce shall require the procurement to include: Deleted:Requesting Department
...................... .............................................................. ................................... ............................................................................................................................................................ ........................................_ ______....................................................................................................................................................................................................................................................................................................
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 suretyor an method permitted in F.S.255.051
Y P �.
as amended includingbut not limited to certified check or other negotiable instrument Deleted:��7
g .............
: ::::::::::::::::::::::::::::::::::::::..............
................................................................................
Deleted:0
1 ......... ......... ..............................................................................................50.....:1 nn nnnn ........
RC III :'U I Qii �111,'lI S S I FIII,I IIP"1 1-1 L,`\ F" I P111111"1111111,
accompanying a bid as assurance that the bidder will,upon acceptance of the bid,execute
such contractual documents as may be required within the time specified in accordance
with Monroe County Code Sec.2-347(i).
2. A performance bond on the part of the contractor for 100 percent of the contract price.A
"performance bond"is one executed in connection with a contract to secure fulfillment of
all the contractor's obligations under such contract. The performance bond shall be in
accordance with F.S.255.05
3. A payment bond on the part of the contract for 100 percent of the contractor price. A
"payment bond" is one executed in connection with a contract to assure payment as
required by law of all persons supplying labor and material in the execution of the work
provided for in the contract. The payment and performance bonds shall be in accordance
with F.S. 255.05, as applicable and unless waived under the provisions of F.S.
255.05(1)(d).
G. Capital Expenditure
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)
2. Real Property:
a Title: Subjection to obligations and conditions set forth in 2 CFR 200.311,title to real
property acquired or improved under a Federal award will vest upon acquisition to
County.
b Use: Except as otherwise provided by Federal Statutes or by the Federal awarding
agency, real property will be used for the originally authorized purpose as long as
needed for that purpose,during which time the County must not dispose of or 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
equipmentacquired under aFeder l award will vest uponacquisition to County.Unless ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
eted.07
a statutes specifically authorizes the Federal agency to vest title in the count without :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::............::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::.............................................................
p Y g Y Y
D leted:0
..it...... ......... ..............................................................................................51.....:1�.�.. ...............
V111_ � '�:� � I U I i,"'Q1,,,1�111,'l I SS.1 0 F IIR IS111 P1 N IIR 11-1 1\ F"1_m"III 11""ui ry ^,,,/l 1:..;
further obligations to the Federal Government,the Federal agency elects to do so,the
title must be a conditional title.Title must vest in the County subject to the following
conditions:
(1) Use of equipment for the authorized purposes of the project during the period
of performance,or until the property is no longer needed for the purposes of the
proj ect.
(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
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 results reconciled
with the property records at least once every two years.
(3) The � along with the Property Inventor Clerk �_ Deleted:Requesting Department
_�___________ .... ......_______________ .....Y .... ..... ..... _________ ........ ........ ........ ........ ........ ........ ........ ........ ........ ........ ..........
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.An loss,damage or theft must be investigated.
P Y Y g g
4) The �� uestirm �:e artrrment/�' �..�c should ensure that adequate maintenance _ Deleted:Requesting Department
(
............................................... ............................................................................................................................................................................................
procedure is performed to keep the property in good condition.
(5) The County shall follow the process as outlined in Chapter 12 and below to
ensure the highest possible return.
( )6 The e �mest n 1.e artrnent/ tic shall coordinate with the Property �w, Deleted:Requesting Department
................
.........................................................�.,............................................... ................................................................................................................................................................................................................................................................................_................................................h..............Y.....
Inventory Clerk to provide information as needed for their records and to
maintain information and comply with the above requirements.
d Disposition:When the original or replacement equipment acquired under a Federal
award is no longer needed for the original ro'ect or program or for other activities D leted:..
gproject p g .................................
................................................................................
D leted.0
i p 52.....:1 .. .... ........
RC III :'U I Qii �111,'lI S S I FIII,I IIP"1 1-1 L,`\ F" I P111111"1111111,
currently or previously supported by the Federal awarding agency, except as
otherwise provided in Federal statutes, regulations, or Federal awarding agency
disposition instructions,the County must request disposition instructions from the
Federal awarding agency if required by the terms and conditions of the Federal
award. Disposition of the equipment will be made as follows, in accordance with
Federal awarding agency disposition instruction:
(1) Items of equipment with a current per unit fair market value of$5,000.00
or less may be retained, sold, or otherwise disposed of with no further
obligation to the Federal awarding agency.
(2) Except as provided in §200.312 Federally-owned and exempt property,
paragraph(b),or if the Federal awarding agency fails to provide requested
disposition instructions within 120 days,item of equipment with a current
per-unit fair market value in excess of$5,000 may be retained by the County
or sold.The Federal awarding agency is entitled to an amount calculated by
multiplying the current market value or proceeds from sale by the Federal
awarding agency's percentage of the participation in the cost of the original
purchase.If the equipment if sold,the Federal awarding agency may permit
the non-Federal entity to deduct and retain from the Federal share$500 or
ten percent of the proceeds,whichever is less, for its selling and handling
expenses.
(3) The County may transfer title to the property to the Federal Government or
to an eligible third party provided that,in such cases,the County must be
entitled to compensation for its attributable percentage of the current fair
market value of the property.
(4) In cases where County fails to take appropriate actions, the Federal
awarding agency may direct the County to take disposition actions.
CHAPTER 15:PAYMENT CARD POLICY AND PROCEDURES
The Monroe County Policy and Procedures for Acceptance of Payment Card establishes detailed
procedures and policies which control the acceptance of payment cards.The Policy and Procedures
are to be followed and is attached hereto as C.1
....D............
Iet e.d.....................................................................................................................................................................................................................................................................................................................................................................................
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D........Iete.d...............................................................................................................................................................................................................................................................................................................................................................................................
53.....:1 .. .... ........
P11 V111 0 -) I ,,
RC F,(7'1'1-"1H i P,F1 SSIOr"11111HR'N' 1
ATTACHMENT A.
MEMORANDUM
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
To:Purchasing Qffigg, County Attorney's Office(for prior legal review/approva Deleted:Department
...................................................................................................................................................................... ---------—------ .......... ......................................................................................................................................................................................................................................................................................................................................................................................................................................................
From: Date:
Subject:Request for Competitive Solicitations
After obtaining legal approval, I have attached via email one (1) copy of the competitive
solicitation approved by legal and the Notice of Request for Competitive Solicitations, as it will
publish,containing a copy of the approved competitive solicitation(in pdf format)and a copy of
the notice,as it will publish,(in Word format)for:
(Name as appears on the cover page of the Competitive Solicitation)
1. BOCC Approval Date: or
Asst.County Administrator or County Admin.Approval: Date:
(if emergency Asst. County Administrator or County Administrator must approve as per ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
44pter 7 D.Previously Approved Projects)and Deleted:c
...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ........................................... ............................................................
....................... ................................ ...........................................................
0 Date:,App.r v4l.:.... ....................................... ....................................................................... Deleted:Department Director
... ............. ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
2. Date Received for Legal Review/Approval:
Legal Approval Date: Reviewing Attorney
Opening Date Assigned by Purchasing: Date assigned:
Date Notice Transmitted to Papers by Legal/Memo Returned to Department/.0 ffi c e.:
......................................................
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:
5. Advertising expenses are to be charged against account:
6. Notice to run 2130 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 urc asin 'monroecountv ® Deleted-OMB.... .........................................................
........................................................................ ..............................................................................................
r Field Code Changed
8. In addition to the local newspapers,please place notice in the following advertising Deleted:.. Department Director ...................................................................................
newspapers. ......................................................................... ........................................................
Deleted:..U.
Musthave g.g.jq!..approval for additional advertising. ........................ ..................................................................................................................................................................................................................................................................................
. .............................................. ....................................................................................................................................................................................................................................................................................................................................................--.............................. .......................................................................................................................................
Field Code Changed
Enclosures: One(1)copy of approved competitive solicitation and notice emailed to ...............................................................................................................................................................................................................................................................................................................................................................................................
Deleted:0
............................................... ....................................................
P1 �has,�in �
��nt ,....q.Gov and if applicable,Supplemental Su leers Excel
. ..............................................................................................................................................................................................------------ ...............................................................................------- Deleted:2
Spreadsheetry ...................................................
Deleted:0
Revised BOCC 1Jk1 2 2.,,,/�.O & D leted:07
. ....................... ...............
................................................ ...........................................
..................................................
Deleted:0
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
A I 1�. 211)25 54J C
..... ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ............ ............................
P�`�11 0 P,J R 0:III C 0 L I i�T ui.C iii�.)I^ilv i)vl P � I S, S 11111G 11P'(YII II G"^u(
ATTACHMENT B.
(Sample Form)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on Wednesday,July 10,2024, at 3:00 P.M., the Monroe County
Purchasing Office will receive and open sealed responses for the following:
No Name Key Bridge Repairs 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.
Requirements for submission and the selection criteria may be requested from the County's electronic
bidding platform at fps://m.onroecounty� l.bon ireb�b.com OR ww r. o r cou y li4gov�1 onfreBids.
The Public Record is available upon request.
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................
Monroe Count1 ;, receives bids via the Bonfire electronic biddin platform. Please do not Deleted:Purchasing Department
y .................__ ......... ....... ......... ......... ......... ......... ......... ....... w g P
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
e in a i 1, mail or attempt to deliver in person any sealed bids. Emailed/mailed/physically delivered
bids/proposals/responses WILL NOT be accepted.
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................
The Monroe Count :..RI a§ill�-_ hereb directs that bids be submitted via the Bonfire electronic bidding _ Deleted:Purchasing Department
y ...... ...................................................... y ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ....... g P
platform at taps://monroecounty fl.bon.lirehub.co , no later than 3:OOP.M.on Wednesday,July 10,2024.
There is no cost to the bidder to use the Bonfire platform.
Please do not submit your confidential financial information as part of your proposal. There are separate
uploads for each set of documents,including confidential financial information. All proposals will be made
public on the platform after an intended decision or 30 days,whichever is earlier,unless the bids/proposals are
rejected in accordance with F.S. 119.071. If your proposal document includes financial information, that
information will not be considered confidential and will be available and viewable to the public in accordance
with public records law. In the event of a discrepancy between the bid amount on the Proposal Form and the
bid amount entered in Bonfire,the bid amount listed in the`Proposal Form'provided by Monroe County in
the RFP is the amount that will be utilized by the County when considering the bid proposal. The County
reserves the right to waive any proposal/bid irregularity
The bid opening for this solicitation will be held virtually, via the internet, at 3:00 P.M., on Wednesday,
July 10,2024.You may call in by phone or internet using the following:
Join Zoom Meeting
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
Keys Citizen: Sat.,06/08/2024
........................................................................................................................................................................................................................................................................................................................................................................................................................................................�
Keys Weekly: Thur.,06/13/2024 eleted.011,
News Barometer: Fri. 06/14/2024
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
' eleted:I
lmll''h.III.. ....��.B p Ill...�i,i III ��...o�8��V 8��V+_..W i'W iW'h...,�ll� III .a it III 1 ,� w�ll'�II..III
ATTACHMENT B.1
APPROVAL TO ISSUE ADDENDUM
All addenda to a request for sealed competitive solicitations must be available for viewing on the
County's electronic bidding platform 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 e,art���eot/ office Director/- ssistant Director to � Deleted:Department Director
p Y q g
ensure that all addenda is reviewed and approved by legal prior to submission to
Purchasing.
All addenda must be accompanied by this Approval to Issue Addendum form which must be
executed by the reviewing County Attorney or Assistant County Attorney and the Requesting
Qi e o/ s start Director (as a licable or their designee PRIOR to µw w. - Deleted:Department Director
_______________ _.._.._.._.._.._.._.-- _ ....... ........ ........ ........ ........ ........ ........ ........ ........ ........ ...........
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
4...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
to the Requesting .)( sat.:: mr:ectot ......... ......... ......... ......... ......... ......... ......... ......_d Deleted:Department Director.........
County Attorney or Assistant County Attorney Date
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
e artvirneviat/ ice Director/Assistant Director or desi nee Date _ -. Deleted:De artment Director
p
Purchasing Director(or designee) Date
Re:
(Name as appears on the cover page of the Competitive Solicitation
. ro
Ill1e use ,� . . w...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
......
Deleted:
..,
:::::::::::
Deleted:1)V
�_I ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 5 ... ili
pjl'o III r[.,
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
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
PREPARED BY:
Signature Date:
Print name
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:DEPARTMENT DIRECTOR
APPROVAL:
Signature Date:
Print name
_...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
RETURN COMPLETED&SIGNED . Deleted:BOCC 2/15/2023(S3).
CLERK PROPERTY MANAGER—
T
OP 8
Deleted.Revised BOCC 11/12/2025
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................
w................................................... .......................................................................................................................................................................................................................................................................................................................................................................................................
&vised BQCC 1 1/12/20 Deleted:1.',.,
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ...................................
...........................................
......... �
,�............eleted......��'�....0.................................................................................................................................................................................................................................................................................................................................... �
c�/ ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1�
W u p'i:iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... J/ ... ili
pjl'o III r[.,
ATTACHMENT B.3
COMPUTER RELATED EQUIPMENT
INVENTORY DELETION REQUEST
TO: ,Property Clerk FROM:
Finance Dept.,Stop 8
DATE:
M.C. Serial Date Original&Est.
I.D.Number Number Asset Description Purchased Present Value
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
PREPARED BY:
Date:
Signature
Print name
II � IB.................................................................0.....APP..ROVAL:...................................................................._____________ µw-''". Deleted:DEPARTMENT DIRECTOR
...Signature Date
Print name
INFORMATION TECHNOLOGY
APPROVAL: Signature Date
Deleted:.
M ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::.........................
Deleted:2/15/2023(S-3)
Printname w.............:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::...................................................
Revised qjX .....................................................................................................
Deleted:�:'
................................................................................................................................................................................................................................................................................................................................................................................�
,�............ ..........0 ..........................
Deleted:1) �
c p ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1�
W u p':iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... J..O a ili
pjl'o III r[.,
ATTACHMENT B.4
FIXED ASSET TRANSFER FORM
TO: ,Property Manager FROM:
FINANCE DEPT,Stop#8
ASSET I.D. NUMBER&DESCRIPTION SERIAL NUMBER
LOCATION LOCATION
FROM: TO:
Cost Center Number: Cost Center Number:
Cost Center Name: Cost Center Name:
Location of Asset:
OWNERSHIP CHANGE: Yes ❑ No ❑
SURRENDERING
DEPARTMENT/�.:�'.:�°�.:�(717'.:
Signature: Date
Print Name:
RECEIVING DEPARTMENT/ ..1411."„
Signature: Date
Print Name:
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:2/15/2023
w....... ::::::::::::::::::.............................�
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
e:.leted ;,
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Rev se BOCC / �2 2_ ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
...........................
eleted:1)V
cn ..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... J 7 aili
pjl'o III r[.,
ATTACHMENT C
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
PURCHASING CARD POLICY&PROCEDURES
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
PURPOSE: To establish those procedures under which „ ���,�� s will control the use of Deleted:department
p p..........................._ ....... ........ ......... ........
Purchase Cards assigned to and utilized by Board of County Commissioners(BOCC)employees and
BOCC appointed County representatives as approved by BOCC resolution for purchasing non-
restricted commodities and services on behalf of the BOCC. These procedures are intended to
accomplish the following:
1. To ensure that the procurement with Purchasing Cards is accomplished in accordance with
the policy and procedure established within this and other sections of this manual.
2. To enhance productivity,significantly reduce paperwork,improve controls,and overall cost
associated with purchases.
3. To ensure appropriate internal controls are established within each department procuring with
Purchasing Cards so that they are used only for authorized purposes.
4. To have timely and meaningful management reports which detail and summarize periodic
activity.
5. To ensure that the BOCC bears no legal liability from inappropriate use of Purchasing Cards.
6. To provide a convenient method for purchases, consolidate payments, improve customer
service,reduce transaction cost,streamline processes,and capture spending information.
7. Ensure prompt payment to vendors.
8. Provide hard data on purchase activity with vendors in order to achieve savings by negotiated
discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the various ways that
limits,and restrictions can be established that allow the tailoring of individual cards to fit the
needs of the user.This will extend purchasing responsibility to more individuals than in the
current purchasing environment,while maintaining or even increasing accountability.
_.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................
The Purchasing Card Program resides in the v L d Administrative Oversig,
_ .D..........e...........l....e..........t........e..........d............:..............P..........u.........r.......
c........h..........a........s.......i.....n..........g..............S..........e.........c.......t......i.....o.........n..............o.........f...........t.....h..........e............B............u..........d.........g..........e........t..........a.......n..........d..............F...........i....n..........a........n..........c....e
The Director of Purchasing and d jR•§r ttS _ shall head the Purchasing Car Program Department.... ..............................................
and in such capacity be additionally referred to as the Purchasing Card Administrator. The duties of �Deleted:Contracts
p Y Y g
this role may be delegated to a designee as deemed appropriate.
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, ma wish to establish additional controls be and those suggested b the Deleted:department
Y..... ........__.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._ ....... ..........__.._.._.._.._.._.._.._.._Y_.._.._.._.._.._.._.._.._.._.._.._.._ ......gg.............__.._.._.._.._y______� �_
Mu,
procedures. Deleted:who
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
,.............eleted.......'....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �.O ... ili
lmll''h.III.. ....,'��.B p Ill...�i,i III �����...o�8I� 8����V+_..W i'Wi'"W'h...,�ll� III .a it IIII��...III ,�III. I��h.1 W_.W.fl_� w�ll'�II..III rV�. J'��iid"���W..d p '��I.�..,�1 I��IIi....r
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
SCOPE:This procedure will be applicable to those who have selected employees to use Purchasing Deleted:departments
p pp ................................................................................................................................................................................................................... ..................... ............................................... ................................................................................g............
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 Purchasing card is issued,to whom,and the
dollar limitations will be as requested by the ep rt lent/ ffi e's Dtrecto/ .ssistant Director and ��Deleted:Department Director
........ .............................. ......... ......... ......... .............................................
......... ....... ......... ......... ........ ......... ......... ......... ......... ......... .
approved by the Purchasing Card Program Administrator or designee.
APPLICABILITY:This procedure applies to all departments/9„ffice,of the BOCC.
BACKGROUND: A number of unique controls have been developed for this program that does
not exist in a traditional credit card environment. These controls ensure that each card can be used
only for specific purposes and within specific dollar limits.
In addition,certification of all purchases is required by each Cardholder,with verification performed
by their immediate supervisor before payment is made to the vendor.
LIMITS AND RESTRICTIONS:The following limits can be uniquely established:
1. Spending amount per day, billing cycle, and month. The Cardholder can only incur
transactions totaling a predetermined dollar amount within any defined period.
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 transaction.
BENEFITS: There are many benefits to using the Purchasing Card including:
1. Board of County Commissioners„ Benefits:
a. Simplifies the purchasing process for the large number of low dollar 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 unavailable.
2. Cardholder Benefits:
a. Convenience of purchasing without an intensive Requisition/Purchase Order processing
system.
b. Expedites the delivery of goods or services to the job site.
c. Expands the list of merchants from whom purchases can be made.
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
1 ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �...1 ... ili
pjl'o III r[.,
1. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours.
b. Reduces merchant maintained"account"paperwork.
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 offered by the BOCC. If the
County Administrator,through the Purchasing Card Program Administrator becomes aware
of any inappropriate or late approval of transactions,Cardholder privileges may be cancelled.
2. It is expected that the Purchasing Card Procedures and Purchasing Card Training Manual
will assist you in making this program a success.
1. CARDHOLDER SPENDING LIMITS
1.1.The Delegation of Authority sets the maximum dollar amount for each single transaction with a
Purchasing Card.These limits apply to purchases of small non-stocked products,services,travel,and
training.Each transaction will be verified against these limits,and any requests exceeding the set amount
will be declined.
If a temporary or permanent increase in spending limit is necessary, the appropriate form must be
completed and submitted for approval.Additionally,the Assistant County Administrators or Purchasing
Director have the authority to delegate spending limits as necessary.
1.2.Purchasing Cards issued to the Mayor and County Commissioners, County Administrator,Assistant
County Administrators directors sssta� : �rectors Purchasin Card Pro am is , Deleted:Department Directors
Purchasing Agents/Buyers may be authorized for a higher maximum amount per purchase.
1.3.PurchasingCard Program Administrator or designee may establish different limits for each employee
g � Y
with the recommendation of the em to ee's „ / ,,„,„ „ c „f and approval b the Coun _ � Deleted:Department Director
p Y ........ PP ........ Y... ........ _tY... ........ ........ ........ ........ ........ ........ ........ ........ ........ ........ .........
Administrator or Assistant County Administrator.Assistant County Administrators or the Purchasing
Card Program Administrator may delegate authority when and where such action is deemed necessary.
2. USE OF PURCHASING CARD
2.1.THE PURCHASING CARD IS TO BE USED FOR BOCC PURCHASES ONLY.CASH
ADVANCES THROUGH BANK TELLERS OR AUTOMATED TELLER MACHINES
ARE 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.
w......................................................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
Deleted:
............................
el e t e d.....'....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �.� ... ili
pjl'o III r[.,
2.1.1. Every Cardholder is responsible for the security of their Purchasing Card.All precautions shall be
used to maintain confidentiality of the Cardholder's account number and expiration date of the
Purchasing Card.
2.3.CONDITIONS FOR USE—The total of a single purchase to be paid for using the card may be
comprised of multiple items but cannot exceed the authorized single invoice limitation.
Purchases will be denied if any preset limits are exceeded.Payments for purchases are not to
be split in order to stay within the single purchase limit.
2.4.When using the Purchasing Card,Cardholders should:
2.4.1. Ensure that the goods or services to be purchased are allowable.
2.4.2. Determine if the intended purchase is within Cardholder's Purchasing Card limits.
2.4.3. Advise the supplier/merchant that the purchase will be made using the VISA Purchasing
Card in advance.
2.4.4. Inform the merchant that the purchase is tax-exempt.Review the receipt prior to leaving
the store or checking out of hotel and if taxes were included,request a credit immediately.
2.4.5. 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 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.
2.5.1. If you place a telephone or internet order and sales tax was charged, contact the
merchant and request that a credit be processed for the amount of the tax charged.
2.5.2. Purchases made in Florida and for use in Florida are exempt from Florida sales and use
taxes.
2.5.3. As with all BCOC purchases, the Cardholder must be diligent when dealing with the
merchant regarding taxes.
2.5.4. Make sure the merchant understands that charges are not to be billed until the
item(s)are received by the Cardholder.
2.5.5. 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.
2.5.6. 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.
2.5.7. Instruct the merchant to send the sales receipt directly to the Cardholder and not to send
an invoice to the Clerk's Office, since the merchant will be paid by the merchant's
financial institution.
2.5.8. 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
retums/exchanges and ensuring that proper credit is received for returned merchandise,cancelled registrations,
and postponed travel arrangements.
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �. ... ili
lmll''h.III.. ....,'��.B p Ill...�i,i III �����...o�8I� 8����V+_..W i'Wi'"W'h...,�ll� III .a it IIII��...III ,� w�ll'�II..III rV�.
2.6.1. Contact the vendor and obtain instructions for return.
2.6.2. The Purchasing Card Analyst will review the next card statement to ensure that your
account is properly credited for the return.
2.6.3. A pattern of returns and exchanges that indicate improper or inaccurate initial product
selection shall be reviewed and may result in loss of privileges for the card holder.
2.7.The Purchasing Card may be used for travel-related expenses,small non-stocked products and
services,training and other County business related expenses as follows:
2.7.1. When Cardholder must check a bag, and the airline imposes a charge, the check bag
charge is allowed.
2.7.2. A 15% tip for taxi drivers is allowed. The tip should not exceed 15% and should be
included as part of the original transaction.
2.7.3. Hotel internet charges necessary to conduct OFFICIAL COUNTY BUSINESS while
on County travel is allowed. Traveler must certify that the expense was required to
conduct County business.
2.7.4. Airline tickets. (Upon return from travel, Cardholder must submit supporting
documentation e.g.boarding passes.)
2.7.5. Rental vehicles and related expenses e.g.,toll charges and fuel expenses.
2.7.6. Non-Ethanol fuel for Marine Boating Resources.
2.7.7. Filing fees for cases filed by the County Attorney's Office (this includes credit card
convenience fees that may be imposed by Federal,State or Local Clerks).
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.
2.7.13.Monroe County school break camp program fees.
2.7.14. SunPass transponders and toll replenishment
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.
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �.� ... ili
hp� ,1Vflmli .,'��p Ill..i,iI ..m8iV8iV+_iWi W � il I �...� h 1W_. fl_1 wlll'�I III r.�_,� 1..,� l Ill
3.3.Payment and Invoice Procedures—Purchases made by cardholders 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.
3.3.1. Receipts: The Purchasing Card receipt or vendor's sales receipt for purchases must be
supplied. When purchases are conducted by telephone,you must fill out the Telephone
Order Forms and request the vendor to forward the receipt to you. These receipts, 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.
3.3.2. The Purchasing Card issuer,First Horizon will provide one copy of the billing statement
to the Purchasing Analyst at the end of the billing cycle. The Cardholder may request a
copy of the billing statement at any time.This statement will have a listing of all items
processed with the billing cycle. In addition to the monthly billing statement, the
Purchase Card Administrator or designee will periodically review the Cardholder's
statement using First Horizon Commercial Card on-line services.
3.3.3. Immediately following a purchase,the Cardholder must submit the charge slip to his/her
dep director/assistant start �:lirecto:m� via their immediate supervisor. The
artment.����::�::..�.'s director........................................................................................................................................................
charge slip/receipt 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.
p
/ ffice's director/�:.. st��nt director reviews the P-Card transaction
3.3.4. The e artment....................................
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
dep /.assistant direc�.or will approve the transaction within three
artment���:��:�::. �'s director...............................................................................................................................................................................
(3)days after receipt of notification in the finance system.
3.3.5. Travel: The Purchasing Card holder must include travel receipts, an approved travel
memo, meeting itinerary, agendas, and boarding passes (when applicable). These
documents must be attached when verifying P-Card transactions in the finance system.
3.3.6. The Purchasing Card Analyst 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,ensuring proper spend category
assignment,and resolving any questions on purchases.
4. TRANSACTION APPROVAL
4.I.Approval of the transactions that a Cardholder had made using their Purchasing Cards will not
be totally defined in this procedure. ....................... ..... '::s because of his/her knowledge of the job Deleted:Department Directors
_ ................................................................................................................__.._.._.._.._.._.._.._.._.._.._.._.._.._.._.._........................................................... ................................................................__..e_..job_.._.-
responsibilities of Cardholder,are required to look at each Cardholder's purchases,and at the Deleted:
merchant who made the sale in order to determine if these items were for Official Use and if they
........................................................................................................................................................................................................................................................................................................................................................................................................................................................
were items allowed to be purchased in accordance with the instructions provided. eleted.i.,
....................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
c ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p'i:iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ J ... ili
CO PIiV III 1, 1...,�1
_..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
4.1.1. If for any reason the rylso uestions the urchase s,it is his/her responsibility to resolve Deleted:Department Director
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 proof the item(s)had
been returned for credit.
4.1.2. The County Administrator will be responsible for resolving abuses by each Cardholder.
Appropriate disciplinary action will be taken against any Cardholder who misuses their
privileges of up to and including dismissal.
4.2.Should it be evident that an unauthorized purchase was knowingly made,the County Administrator will
determine what action will be taken based on the facts presented by the Purchasing Card Program
Administrator.
5. DISPUTES/UNAUTHORIZED CHARGES
5.1.If a suspicious charge appears 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 Analyst 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 Purchasing Card Analyst will work with the bank to
research the disputed charge and make the necessary adjustments.
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
p g
the monthlystatement if the charge was improper)or char charged to the Cardholder's / Deleted:department
( g g .........p
(if research shows the charge was valid).
5.3.If items purchased with the Purchasing Card are found defective or the repair or services faulty,the
Cardholder has the responsibility to return items to the merchant for replacement or to receive a credit
on the purchase. (Returns that require shipping will be coordinated through the . µw_ -- Deleted: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.
5.4.A disputed item must be noted on the Cardholder's Statement.In addition,a"Cardholder's Statement
of Disputed Item" form must be completed by the Cardholder with appropriate documentation
attached, if necessary. This form will be forwarded with the statement through the end-of-month
processing cycle for the statement.
5.5.It is essential that the time frames and documentation requirements established by the Purchasing Card
Issuer be followed to protect the Cardholder's rights in dispute.Dispute policies and procedures issued
by the Purchasing Card Issuer will be provided at the time Purchasing Cards are issued to Cardholder.
..........................................................................................................................................................................................................................................................................................................................................................................................................................................
5.6.Fraudulent or improper items may e coveredy the Liability Waiver.However,disputeditems Deleted:
. .................................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
arenot considered fraudulent. ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:1)V
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �. ... ili
pjjoIII [,,,�ijj
6. REQUEST FOR INITIAL.,ADDITIONAL OR CHANGES TO PURCHASING CARD
6.I.Requests for a new Cardholder or changes to a current Cardholder will be done by submitting
"Request for Purchasing Card" form. The Form will be processed by the affected .....................................................................................................................................................................................................................................................................................................................................................................................................................................................
Q --/Assistant Director,who will forward the request to the Purchasing Deleted:Department Director
..................... --- ............ ............................................................------------- — 19
gRMIM!��..gg.'s I irectoi. n
Card Analyst.
6.2.All requests for Purchasing Cards must be approved by the Purchasing Card Program
Administrator.
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 Analyst 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".
7. CARD USAGE DURING DISASTER EVENT
7.I.During Hurricane season or other disasters, the Purchasing Card Program Administrator may
increase the monthly limit for selected Cardholders.The Purchasing Card Program Analyst 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
Onan annual basis,the Purchasing Card Analyst will provide a list of Purchasing Cards issued ....................................................................................................................................................................................................................................................................................................................................................................................................................................................
to employees for each 4. .. The Purchasing Analyst will conduct a physical Deleted:department
................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
inventory of Purchasing Cards and prepare a report on the results of the physical inventory.
Additionally,spot check inventories of partial or whole departmentsZ.2 F.I.]C e s.may be held at any
.................................................
time and without prior notification.
9. LOST OR STOLEN PURCHASING CARDS
9.1.Should an employee lose or have their Purchasing Card stolen, it is the responsibility of the ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Cardholder to immediately notify the credit card issuer, their e Deleted:Department Director
.2...........t"h..................... ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Purchasing Card Analyst 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.
9.2.To report a lost/stolen card:
The Cardholder must call First Horizon Customer Service,at 800-290-4782 immediately upon
discovering that the card has been lost or stolen.Help is available 24 hours a day.Also call the
BOCC Purchasing Analyst as early as possible on the first available business day during normal
business hours at(305)292-4466.
D..e I e t..e d ..........................................................................
............................................................................ ..................................................
Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
6 P 7
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... .............. .............................................
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 of privileges and/or disciplinary action for the Cardholder.
10. EMPLOYEE TERMINATION/TRANSFER
10.LA Cardholder who terminates their employment must relinquish their Purchasing Card at the
q g
time of the separation from BOCC to theirJ ar tie t/ ce Q J ..ct.Qr/ sa t Director who � �--"� Deleted:Department Director
will forward the card to the Purchasing Card Analyst.The Purchasing Card Analyst 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.
Transfer of an employee within their Department/,„fti —If a Cardholder is transferred within
......... ......... ....... ......... ......... ......... ......... ......... ......... ......... .....
theirpar� ct/cf��cc,it will be the responsibility of the c � � t/ .:,tciccto°/Assistant - Deleted:department
..... ....... ......... .........
�„ for to determine if the Cardholder should retain his/her current Purchasing Card. If it is �n,M�M" � Deleted:Department Director
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
determined that the Purchasing Card should be kept by the Cardholder,the master file will be
changed upon notification to the Purchasing Card Analyst,using the New Card/Change Form,
thereby eliminating the need for issuing a new Purchase Card.
10.2.Transfer of an employee to another BOCC Department/ fflic -If a Cardholder is transferred
........ ......... ....... ......... ......... ......... ......... ......... ......... ......... ............
/:i��cc it will be the re s onsibilit of the new S qrt t ) Deleted:d
to another BOCC p.artment.................................... ..................._P.. Y
. .
m,,. t r _i .............. ifect to determine if the Cardholder should retain his/her current �n Deleted:Department Director
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 Analyst,using the New
Card/Change Form,thereby eliminating the need for the issuing of a new Purchasing Card.
10.3.Purchasing cards cancelled for any reason,shall be destroyed by cutting it down the center of
the magnetic strip and returning both parts to the Purchasing Card Analyst for recording and
destruction.
11.RENEWAL CARD
11.1.The Cardholder will be notified by the Purchasing Card Analyst when the renewal card arrives.
The Cardholder will receive the new Procurement Card by courier. A new P-Card
Acknowledgement form must be completed and sent to the Purchasing Card Analyst before the
card will be activated.
12.AUDITS/REVIEWS
12.l.The Purchasing Card Analyst 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.
p ,�„
eleted.�.,�,���'"
....... ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
p ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �..0 ... ili
pjl'o III r[.,
13.FEEDBACK
Your feedback regarding this program is important. The Purchasing Card Program Administrator
needs to know if you have any issues and we welcome suggestions for improvement.
14.ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/ TRAVEL AND
TRAINING PROCEDURES
These procedures must be in compliance with Monroe Count 's .„gym„�� „ and must be - Deleted:Purchasing Policy and Procedures
p p Y ......... ......... ........
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.
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ........ �. ... ili
pjl'o III r[.,
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 are the advantages of using the Purchasing Card?
• Improved user satisfaction due to prompt order confirmation and accelerated product
receipt.
• Improved vendor relations by eliminating the potential for late payments;the vendor is
paid within 48 hours.
3. Who may have a Purchasing Card,and how do you obtain one?
• An Commissioner and/or employee res responsible for making purchases that is
Yp g
recommended by their e part � / f cc rc t /: ss tan A r c o and is a roved b.. Deleted:Department Director
........ ........ ......... ......... ......... .........
the Purchasing Card Program Administrator.
4. What is the responsibility of the Cardholder?
• Upon acceptance of the Purchasing Card,employee must sign a"Cardholder Agreement".
Signing this agreement, acknowledges 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 P-
Card Verification in Workday.
• Initiate and handle disputed charges.
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
S. What 1S the a. ncm / 1` cDirector/Assistantt ,or'S reS OriSlblht �- Deleted:Department Director
::............................................................................................................................................................................................................................................ ..................... ........ ........ ........ ......_.
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
• Identify and recommend employees who should be issued a Purchasing Card.
• Identify and recommend limitations.
_............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
• Ensure that the PurchasingCards used in their Tice„ onform to BOCC � � Deleted:department
--
_.................. ......__.._.._.._.._.._.- �..... ......... ......... ........__.._.._.-
policy and program guidelines as well as the Purchasing manual.
• Review Procurement Card Transaction Verification in Workday and approve or return
for any corrections needed.
6. What is the responsibility of the Purchasing Card Analyst?
• 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 First Horizon Card Management's on-line
services.
w......................................................................I
. .;..:.�j
..............................................................................................................................................................................................................................................................................................................................................................................
............................
e 1 eted.
7. How are purchases made? Deleted:1)V
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p'i:iu " d., ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... �,O ... z ili'"
hp j ,1V�. lmll''h.III.. ....,'��.B p�Ill..,i,i III ('��...o�8�ill l 8�lll_..W i'WiW'h...,�ll� III .a it IIII��...III ,�III. I��h.1 W_.W.fl_1 w�ll'�II..III rV�.
• Cardholder completes order online,over phone or in-person.
• 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 and the County Administrator.
9. What happens if the bank statement is incorrect,or an item needs to be returned?
• Cardholder notifies the Purchasing Analyst if incorrect charge is identified on the bank
statement.
• Cardholder works with the vendor to arrange for returns and credit.
• Purchasing Analyst verifies that credit appears on next bank statement.
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 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.
• Entertainment expenses
• Meals—The County has an ordinance in effect with respect to meals,please see Ordinance
No.009-2022.Restaurant commodity codes will be excluded,and meals are prohibited.
• Personal use.
• 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.
• Non-work or personal use items and services.
• Services such as consultants or construction.
• Telephone Credit Card.
t• Usage of card for expenses of any other person other than t e Cardholder. '['his does no er..................................................................................................................................................
include purchases o t��r s for the general use o�the cpartment/oft"ice such as op�r��t„gym
........ ..... ........ ........ ........
or
ice
........�:�.f::��::.:.........:u:p.;p.:j:�:....n..
_..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
12.It should be noted that the Purchasing Card will be used by designated personnel to pay forther � - Deleted:issued Purchase Orders and
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
purchases not available to the general users.
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
1 ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p'i:iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... �...1 ... ili
lmll''h.III.. ....,'��.B p Ill...�i,i III �����...o�8I� 8����V+_..W i'Wi'"W'h...,�ll� III .a it IIII��...III ,�III. I��h.1 W_.W.fl_� w�ll'�II..III rV�. J'��iid"���W..d p 1...,�1
DEFINITIONS
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Appointed Representative — An individual the c ar�. �ermttcc ire
t��r ss� ���rm� Director �Deleted:DepartmentDirector
......... ............................... ......... ...........
......... ....... ......... ......... ........ ......... ......... ......... ......... .........
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 Rant t/ �ty.i e� µw_ --��Deleted:Department Director
..........
. ........ ......... ......... ......... ......... ......... ......... ......... ......... .........
l3irector/Assistant 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.
Charge Slip/Documentation—Itemized list of individual purchases on receipt.
Contractor/Issuer—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 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).
Designated Representative —Te C o review Cardholder's P-Card Deleted: Department Director
Verifications, receipts and transactions to ensure the appropriateness of activity and timely
Pprocessing of charges and/or credits applied to that ...: m/ „ . Deleted:department
g g pp ......... ......... ........................................................................
Dispute—For items purchased and found defective or faulty,the Cardholder can return the item to
the merchant who will initiate a credit that will appear on the next month's statement of account.
MCC—Merchant Category Code assigned to merchant by the Credit Card Company, i.e. VISA,
which identifies the primary goods or services provided by the merchant.
Monthly Limit—A maximum dollar value of charges and/or number of transactions that may be
applied to a Cardholder's purchasing authority during a month.
Non-stock Materials—Materials not available through supply inventory.
Official Use—Necessary merchandise purchased for BOCC use.
Payer- The payer will be Monroe County Board of County Commissioners, through the Finance
Department,ensuring that adequate or appropriate accounting codes are assigned.
Purchasing Card—A credit card that is used as an alternative payment method.
Purchasing Card Program 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.
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
�/ ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... /L ... ili
hp ,1V�. fl mli III.. ....,��.B p�Ill..,i,i III �����...��m 8��IiV 18�IIII+_i'W i'"W'h...,��l� III .a it III I��...III ,� w�lll''�I..III
Single Purchase Limit—Each Cardholder will be limited to a preset maximum amount on any
single small non-stocked product or service,for travel and training or as otherwise determined by
the Purchasing Card Program Administrator.
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Small Purchase—An acquisition of supplies,and non-personal services in the amount of „ „ - Deleted: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.
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
�/ ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... / ... ili
hp� ,1Vflmli .,'��p Ill..i,iI ..m8iV8iV+_iWi W � il I1 _1 w r.�—, !'iid"Wdp�III..,� l Ill
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT/.O�F".1 CE NAME
Subj ect: REQUEST FOR PURCHASING CARD
Request the following employee be authorized a BOCC Purchasing Card:
Full Name: (Type or Print)
Sample Signature:
Title: Employee Number:
Driver's License#
Immediate Supervisor:
Restrictions: Single limitation: $
Monthly limitation: $
Types of products to be authorized:
COUNTYADMINISTRATOR/ PURCHASING CARD PROGRAM ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR OR DESIGNEE
(TYPE OR PRINT) (TYPE OR PRINT)
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD PROGRAM
ASSITANT COUNTY ADMINISTRATOR ADMINISTRATOR OR DESIGNEE
cc:Authorized Employee
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
�/^ ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... /`t ... ili
, ' l l_..i ...,l� III it I wll II Vm p� III (� 8�il l 8�ll �I� _� r.
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TRAINING ACKNOWLEGEMENT
CARDHOLDER AGREEMENT
I acknowledge having received Purchasing Card Training and agree to use the Purchasing Card
only for actual and necessary BOCC business expenses incurred by me in accordance with the
BOCC Purchasing Card Procedures.
I have read the Purchasing Card Training Manual and the Monroe County Purchasing Card Polices
&Procedures and agree to abide by the procedures contained therein. I acknowledge that use of
this card for any purpose other than BOCC approved business expenses are prohibited and will be
grounds for corrective action, up to and including termination. In addition, I agree that I must
reimburse the BOCC for any such prohibited charges.
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 Analyst by email at
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Card(c>monroecount ,....gip. ov or byphone at 305-292-4466. In addition,I will notify the issuin �- Deleted: .
bank(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 i rc to r Deleted:Department Director
and the Purchasing Card Analyst.I understand that failure to promptly notify the issuing bank of
the theft,lost,or misplaced Purchasing Card could make me responsible for any fraudulent use of
the card.
Cardholder:
TYPE OR PRINT NAME
Signature:
Date:
Department/. '��� :
Phone Number:
cc: Cardholder
...............
Deleted:1
_..... ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::...............................
Revised BOCC 1 L 202" ww Deleted:21
Deleted:2
....................................................
L............................................}..::............................................................................................................................................................................................................................................................................................................................................................................
e eted:
..................
Deleted:1)
�/c ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p'i:iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... /J ... ili
FIRST HORIZON BANK ...o......._,._. Formatted:Space Before: 0 pt,Widow/Orphan
control,Adjust space between Latin and Asian text,
CARDHOLDER STATEMENT OF DISPUTED ITEM Adjust space between Asian text and numbers
Company
Name:
Cardholder
Name:
Cardholder Account Number:
Statement Transaction Merchant Name/Description
Date Date
Amount Posting Date Reference Number
Select the description most appropriate to your Dispute. Submit completed form to
the Purchasing Analyst and contact with any questions at 305-292-4466.
Select an option below:
❑I have been billed twice for the same purchase.
❑I have been billed for an incorrect amount.
❑I was informed by the merchant that I would receive a credit,which has not yet posted to my account.
❑I paid for this purchase by other means.
❑I have canceled the service related to this transaction.
❑I did not receive the merchandise/service ordered.
❑I have returned the merchandise and requested credit from the merchant.
❑Merchandise that was shipped to me arrived damaged,defective,or different from what I ordered.
❑Other-The reason for my dispute is not described in the options above.
❑I have no knowledge of this transaction and did not conduct or permit someone else to conduct this
transaction using my card.
Revised BOCC 1/21/2022
w........................1.............................................:.:..............................................................................................................................................................................................................................................................................................................................................................................�
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
�/ ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... / ... ili
I
R 0 III"(,(
N, -1 -� ,
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
PERMANENT CREDIT LIMIT INCREASE
This form is to request a permanent limit increase to an existing Monroe County Procurement Card.
Cardholder's Name: Card's Last four Digits:
Date of Request: Department/9 ffi c e.:
...............................................
New Overall Credit Limit:
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
g.S:12,:.............................. .................................. Deleted:<object>Department Director
.. ........ ..................................
(please Print) .....................................................................................................................................................................................................................................................................................................................................................................................................
Director/A s s i sf..a n.t. Q i r..e c t o i.,Approval Signature:
...................................................................................................................
Reason for Increase:
*Accounts shall be in good standing at the time of this request(i.e.,no unsettled transactions greater
than 30 calendar days)
liiiiiiiiiiiiiiiiiiiiillillillillillillilliillillilillillillillillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillilI
Purchasing Section
Increase Approved by:
Purchasing Card Program Administrator or Designee
Increase Processed by:
Copy
S.P.L.........t........o.............:......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... A.......................e...............................I...............e..............................t.....................e................................d...........................
Forma ..................i..,..)..........1�...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
tted:Font:8 pt
DesignatedCardholder ................................................................................................................................................................................................................................................................................................................................................................................................................................................................... -- ......... .........................................................................................................................................................................................................................................................................................
File Formatted:Left
....
.BQ 5 ........................................................................... ...........................................
...............................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:1)
�_I7 ......................................................................................................................................................................................................................................................................................................................................................................................................................................................................
11 ]202,11 7 P��1 0 0
................................. ...........Z2.................. .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... .................... .................... ..........................................
lmll''h.�III.."(,..,�' IIN,...III III. I��h.1 W_.W.fl_1 w� r
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TEMPORARY CREDIT LIMIT INCREASE
(Maximum 30 days)*
This form is to request a temporary limit increase to an existing Monroe County Procurement Card.
Cardholder's Name: Card's Last four Digits:
Date of Request: Department:
Temporary Credit Limit:$ through the period ending:_/_/_(max 30 days)
e,art nt/ fi'ce Director/Assistant Director:,
(Please Print)
Director/Assistgnl Director,Approval Signature:
..........................................Reason for Increase:
*Accounts shall be in good standing at the time of this request(i.e.,no unsettled transactions greater
than 30 calendar days)
liiiiiiiiiiiiiiiiiiiiillillillillillillilliillillilillillillillillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillillillillillilliillillillillillillillillillillillilliillillillillillillilliillilI
Purchasing Section
Increase Approved by:
Purchasing Card Program Administrator or Designee
Increase Processed by:
Copy to:
Designated Cardholder
File
eleted•�,�.
...................................................................................................................................................................................................................................................................................................................................................................................
.R...e v i s e d 6 0 C C I I 1 2 2 0 2 5
.....................
eleted.1)V
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
��I 0
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .. ;
hp ,1V�. fl mli CO PIiV III 1,...
ATTACHMENT C.1
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
POLICY&PROCEDURES FOR ACCEPTANCE OF PAYMENT CARDS
I. BACKGROUND
Acceptance of credit and debit cards(herein referred to as payment cards)as a payment method has
become universal within both the private and public sectors. Many governments now accept cards
for taxes,fines,user charges and fees.For a fee,a payment card processing service provider works
with 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.
• 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.
• Reduced collection costs.
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
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.
II. PURPOSE
The purpose of this policy is to establish for authorized Monroe County departments/�� „ business
processes and procedures for accepting payment cards that will minimize the County's risk and
provide the greatest value, security of data, and availability of services to each county customer
within the rules and regulations established by PCI and articulated in PCI-DSS.Additionally,these
processes are intended to ensure that payment card acceptance procedures are appropriately
integrated with the County's business processes and automated systems.
In response to increasing incidents of identity theft,PCI created the PCI-DSS to help prevent theft
of customer data. PCI-DSS applies to all entities that accept payment cards to procure goods or
services. Compliance with this standard is enforced by PCI through guidelines and self-assessment
for smaller volume participants and through validated on-site inspection for larger volume
participants.
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p'i:iu SC d., ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... �. ... ili
lmll''h. CO 8II l 8IIIIV+
Following PCI guidelines positions providers to effectively safeguard this data—however it is often
discovered after a security breach has occurred that the company/entity breached had been deficient
in at least one section of their PCI audit review.
Security breaches can result in serious consequences for Monroe County, including release of
confidential information, damage to reputation, the assessment of substantial fines,possible legal
liability and the potential loss of the ability to accept payment card and eCommerce payments.
III.DEFINITIONS
Cardholder:The customer to whom a payment card has been issued or the individual authorized to
use the card.
Cardholder Data: All personally identifiable data about the cardholder (i.e., account number,
expiration date,cardholder name.)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
CashieringServices: Monroe Count '
Deleted:department
- e eted:de a e
r �� �.�� h r 11 hir i
y ..... .............t............a.t..............ap..p.........oves a t d art sery ce....... p
providers and coordinates the policies and procedures for accepting payment cards.
Encryption: The process of converting information into an unintelligible form to anyone except
holders of a specific cryptographic key. Use of encryption protects information between the
encryption process and the decryption process against unauthorized disclosure.
Merchant Department:For the purposes of the PCI-DSS and this policy,a merchant department is
defined as a Monroe Coun / that is authorized to acce t a ment cards as a ment - Deleted:department
tY _....................__ _.._.._.._.._.._.._.._.._.._.._.._----............................___.._.._.._.._.._.._.._.._..-----Y_.._.._.._.._.._.._----......------------------...._._�-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.
Payment Card: Any payment card/device that bears the logo of Discover Financial Services,
MasterCard Worldwide,or VISA,Inc.or other major credit card issuer.
Payment Card Account Change:Any change in the payment account including,but not limited to:
• 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.
eleted:1.,)...."
..............................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................�
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
p ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... O.O ... ili
hp� ,1V fl mli .,'��p Ill..i,i I ..m 8 iV 8 iV+_i W i W � it I �...� h 1 W_. fl_1 wlll'�I III, -,i( !'111d"W d
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'/"o f(aces,and administrative areas which accept payment
cards regardless of whether revenue is deposited in a County financial account.
V. ACCEPTABLE PAYMENT CARDS
Monroe County Board of County Commissioners accepts VISA, MasterCard,Discover cards and
has negotiated contracts for processing payment card transactions.
VI.PROHIBITED PAYMENT CARD ACTIVITIES
Monroe County prohibits certain credit card activities that include,but are not limited to:
• Accepting payment cards for cash advances.
• Discounting a good or service based on the method of payment.
• Adding a surcharge or additional fee to payment card transactions,except for payment
card fees as allowed by F.S.215.322 and as set forth in more detail below.
• 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
personal payment information in the course of conducting business on behalf of the County may sell,
purchase, provide, share, or exchange said information in any form including but not limited to
imprinted sales slips,copies of imprinted sales slips,mailing lists,tapes,or other media obtained by
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.
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.
VIII. REFUNDS
..................................................................�.........................................................................................................................................................................................................................................................................................................................................................................................
When a good or service is purchased using a payment card and a refund is necessary,the refund must eleted. )
..............................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................�
............................................................................................................................................................................................................................................................................................................................................................................................................................................................
be credited back to the account that was originallychar ed. Refunds in excess of the original sale
gDeleted:1)u.
p1 ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 0...1 aili
hp ,1V�. fl mli CO PIiV III 1, 1...,�1
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
Occasionallya customer will dispute a payment card transaction ultimately leading to a char eback.
p p Y � Y g g ,_
In the case of a char eback,the Count e �j the transaction is responsible
Deleted:department
nt
notifying the Monroe County Clerk's Finance Department and for providing appropriate supporting
documentation.
X. MAINTAINING SECURITY
• County departments/offices departments/offices and administrative areas accepting payment cards on behalf
of the County are subject to the PCI-DSS.
• The County prohibits the transmission of cardholder data or sensitive authentication data
via email or unsealed envelopes through County inter-departmental mail as these are not
secure.
• The County requires that all external services providers that handle payment card
information be PCI compliant.
• The County restricts access to cardholder data to those with a business"need to know."
• For electronic media,cardholder data shall not be stored on servers,local hard drives,or
external(removable)media including floppy discs, CDs or thumb(flash)drives unless
encrypted and otherwise in full compliance with PCI DSS.
• For paper media, cardholder data shall not be stored unless approved for legitimate
business purposes.
XI.RESPONSIBILITIES
Merchant Department Responsible Persons(MDRPs)are responsible for:
• Executing on behalf of the relevant County Department/ ��ce..Payment Card Account
Acquisition or Change Procedures.
Ensuringthat Count employees mcludm the MDRP contractors and agents with
Y (including )� g
access to payment card data within the respective County : :art en/:.o.. ffi e acknowledge a Deleted:department
......... ......... ........ .........in writing that they have read and understood this Policy.
• Ensuring that all payment card data collected by authorized County departments ��„ffice
accepted in the course of performing County business,regardless of whether the data is
stored physically or 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 eleted:1.,
.............................................
data• ,...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
payment Deleted: �u.
�� ���. �� .. iw..� ......
,(
lmll 0 III.."(,..,,�-
• Email should not be used to transmit credit card or personal payment information. If it
should be necessary to transmit credit card information via email only the last four digits
of the credit card number can be displayed;
• Credit card or personal information is never downloaded onto any portable devices or
media such as USB flash drives, compact disks, laptop computers or personal digital
assistants;
• Fax transmissions (both sending and receiving) of credit card and electronic payment
information occurs using only fax machines which are attended by those individuals who
must have contact with payment card data to do their jobs;
• The processing and storage of personally identifiable credit card or payment information
on County computers and servers is prohibited;
• Only secure communication protocols and/or encrypted connections to the authorized
vendor are used during the processing of payment card transactions;
• The three or four digit validation code printed on the payment card is never stored in any
form;
• The full contents of any track data from the magnetic stripe are never stored in any form;
• The personal identification number(PIN)or encrypted PIN block are never stored in any
form;
• The primary account number(PAN)is rendered unreadable anywhere it is stored;
• All but the last four digits of any credit card account number are masked when it is
necessary 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
• 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.
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.
w........................�.................................................:;,............................................................................................................................................................................................................................................................................................................................................................................�
e eted...
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:1)V
p ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... O. aili
hp� ,1Vflmli .,'��p Ill..i,iI ..m8iV8iV+_iWi W � il I �...� h 1W_. fl_1 wlll'�I III r.�—,� 1..,� l Ill
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/ ::.ffi„ „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
• Review and modify the Application for Payment Card Account Acquisition or Change as
necessary.
XII. RESPONDING TO A SECURITY BREACH
_...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
In the event of an actual,possible,or suspected breach,the County "..... Ff „ must: - Deleted:department
......... ......... ......... .........
• 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);
• Do not switch off the compromised machine.Instead,isolate the compromised system(s)
from the network by unplugging the network connection cable;
• Preserve logs and electronic evidence;
• Contact the County's Information Technology Department and the Clerk's Finance
Department immediately for further direction;and
• Log all actions taken.
w........................1.............................................:.:;,............................................................................................................................................................................................................................................................................................................................................................................�
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
p^ ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p':iu " d., 1. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... O.`t ... ili
pjl'o III r[.,
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 Payment 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 Count Administrator may suspend credit card account privileges of an � a: :n�.en o..ice or Deleted:department
Y Y P P g Y .:::::::::::::::::.::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::......................................................:::::.....................................
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
administrative unit not in compliance with this policy or that places the County at risk.
An tqt �ofim c or administrative unit engaged in a ment card activities will be responsible
, � Deleted:department
p
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.
w........................1..............................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
e eted.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
pc ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Wu p':iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... O.J ... ili
hp ,1V�. fl mli III.. ....,'��.B p Ill...�i,i III �����...��m 8��IiV 18�IIII+_i'W i W'h...,��l� III .a it III I��...III ,�III... ���h.1 W_. fl_� w�lll''�I..III r
ATTACHMENT D FORMS:
ATTACHMENT D.1 Monroe County Purchasing Authorization Form...........................85
ATTACHMENT D.2 Monroe County Request to Purchase form-This form is no longer used....86
ATTACHMENT D.3 Monroe County BOCC Audit Slip-This form is no longer used................87
ATTACHMENT D.4 Vendor File Request Form-This form is no longer used.........................88
ATTACHMENT D.5 Contract Summary Form for Contracts$100,000.00 and Under........89
ATTACHMENT D.6 Contract Renewal for Contracts$100,000.00 and Under..................90
ATTACHMENT D.7 Change Order Form................................................................91
ATTACHMENT D.7a Change Order Attachment......................................................92
ATTACHMENT D.8 Public Entity Crime Statement..................................................93
ATTACHMENT D.9 Sworn Statement Under Ordinance No.010-1990 Monroe County,Florida...94
ATTACHMENT D.10 Non-Collusion Affidavit........................................................95
ATTACHMENT D.11 Drug-Free Workplace Form...................................................96
ATTACHMENT D.12 Vendor Certification Regarding Scrutinized Companies Lists..........97
ATTACHMENT D.13 Affidavit Attesting to Noncoercive Conduct for Labor or Services...98
w......................................................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
Deleted:
............................
el e t e d.....'....0...............................................................................................................................................................................................................................................................................................................................................................................
p ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1�
W u p':iu " d., I. ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... O........... ....................a ili
'I
�",j R 0 p111111T'11111 III"('Oril l Tll'
ATTACHMENT D.1
MONROE COUNTY PURCHASING AUTHORIZATION FORM
Employee:
Name Title Department
LEVEL OF PURCHASE AUTHORITY
PLACE"X"IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
PURCHASING
LEVELS FOR PURCHASING AUTHORITY 64X99
TOTAL DOLLAR (WHO APPROVES/PAYS) AUTHORITY LEVEL
AMOUNT
$.01-$5,000.00 irector or their designees.
................
........ ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................--.............. Deleted:Department Director
Purchase Order not required. ..................................................
..............................................................................................................................................................................................................................................................................................................................................................................................................
$5,000.01-$9,999.99 J.':gp or their desi nees. ................... Deleted:Department Director
....... ............................................................................9.....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
submit a Requisition in the R e quires thej g,tim ...................................................
grIMent/Office to
................. .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
finance system to Purchasing.Price reasonableness documentation is Deleted:Requesting Department
required to be maintained by the l��:g i pp t T r t/O c ........ ...............................................................................................................................
q g5 !! ,.r i'le I ffi e Deleted:Requesting Department
... ..........NN. ...............................................-,...................................................................................................................................................................................................................................... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................
tor or their desivnees.Requires th ........................................................................................................................................
$10,000.00-$19,999.99
Z ..I...................... el ------------- ----------------- .........
LQffice to submit a Requisition in the finance system to Deleted:Department Director
.................................. N ................................................................................................................................................................................................................................................................................................................................................................................................................................................................
........................................
Purchasing,along with two(2)or more price quotes which can be in the ... ......D e 11 e t e d•Requesting Department
formof written q uotes from the vendor/contractor,documented verbal ...............................................................................................................................................................................................................................................................................................................................................................................................................................................................
quotes received from the vendor/contractor,emailed quotes from the
vendor/contractor,or documentation of pricing found on the internet.
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
.I
$20,000.00-$34,999.99 Q gnment/Office Director only for purchases of$20,000.00 and
........ ................... .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. Deleted:Department Director
above.(Designee allowed for purchases up to$19,999.99 only). ................ ..............
Requires the jegnnstung q,,Q!� artrnent/Office to submit a Requisition in .......... Deleted:Requesting Department
NNNNNNNNNN ...........j.', ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
the finance system to Purchasing along with two(2)or more price
quotes which can be in the form of written quotes from the
vendor/contractor,documented verbal quotes received from the
vendor/contractor,emailed quotes from the vendor/contractor,or
documentation of pricing found on the internet
$35,0000.00-$100,000.00 Requires the ...f j_ ffice to submit a Requisition in Coypty Administrator............_--........
--- r
— - ('Deleted:Requesting Department
thefinance system to Purchasing along with two(2)or more price quotes Assistant County Administrator ..............................................................................................................................................................................................................................................................................................................................................................................................................................................................
which can be in the form of written quotes from the vendor/contractor, or Purchasing Director only
documented verbal quotes received from the vendor/contractor,emailed
quotes from the vendor/contractor,or documentation of pricing found on
the internet
$100,000.01 AND OVER BOCC prior approval required.Governed by County BOCC
ordinance,as supplemented by thee— Manual. ...........
..................................................................................................................................................................................................................................... Deleted:Purchasing Policies and Procedures
Competitive Bid process threshold is$150,000.01. .................
II ...........1...............................................................................................................................................................................................................................................................................................................................................................................................................................................................
Authorization is for all current and future cost centers budgeted for this&L)aLtj�r Liit:�iiLt�/2 ffice unless otherwise department
desi2natedbelow. -Deleted:...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Employee Signature Initials
ApprovedBy: Approved By: ...............I...............................................................................................................................................................................................................................................................................................................................................................................................................................................................
-cctor y Administrator
.....................................................................................................................V., -14
Director/A.ssistant Dir Count Deleted:Department Director
................................................................................. ...............................................................................................................................................................................................County..........................................................................................................................................................................................I'll� .....................................................
Assistant County Administrator De ......................................................
f�
Purchasing Director Deleted: ...................................................
...................................................
PURCHASING USE ONLY: Formatted:Indent:Left: 0"
Datareceived&sent to Finance. .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Purchasing Section
Initials Date Deleted:4/19/2023
............ ...................................................
RevisedBOCC4 ................................................................................... I.............................................................................................................................. ................................................................................................................................ ..................................................................... Deleted:0
.......................................................................... ..............................................
.................................................................. ..................................................
Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Rii':�`V'isCd I ]202,1� 87 P a ii-
..... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ .................... ..............................................
11-1 R,11",�I I"I�!N'I T1111111i IL'111 FIIIOI III,1111C11_1 III Pill,''I 1"N, 1.1 1
ATTACHMENT D.2
MONROE COUNTY BUDGET&FINANCE
PURCHASING DEPARTMENT
PH:305-292-4453 FAX:305-292-4515
REQUEST TO PURCHASE
To: PU si eoartment Date:
r -
'Awl
From(Dept.): Purchasing Approval:
Name: _011i By:
Phone/Ext: Account:
A "
—Ship Code to Location: G t/Proj e t
Qty. Unit Prod.# Description it Total Cost Acct.#
7'l
Total
Items needed by:
Vendor Name:
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( )By: -Date:
Purchasing Office use only:
Reviewed By: -Date:
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Revised BOCC 3/15/17
D.e.I t e.d 0 ............................
.............................................
........... ..........................
Deleted:0
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Fil C III,,/is(Nl 1 2025 8,8 P a
.. .................... ..............................................
..... ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1-1 R,11",�I I"I�!N'I T1111111i IL'111 FIIIOI III,1111C11-1 III Pill,''I 1`1�1 1.1 1
ATTACHMENT D.3
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP
Vendor Name Vendor Number
Invoice#
Invoice Date
Invoice Amou
Fund/ (Optional) (Optional)
nt 4 Cost Ctr co ; Project 4 Project Acct Amount
Description
(opt)
f/S Description
(opt) IVO
Description
(opt) 0/ escription
(opt)
Des
(opt)
Review Signature Date
Approve to$1,000.00 Signature Date
$11000.01 to$5,000.00 Signature Date
$51000.01 to$10,000.00 Signature Date
$1000.01 to$191999.99 Signature Date
$20,000.00 to$49,999.99 Signature Date
$509000.00&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.
Deleted:0
........................................................................ ............................................
Description is a 25-position field for additional information. Deleted:0 .................................................
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Fil C III,,/is(Nl 1 2025 89 P aili
.................... .................... ..............................................
..... ..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
11-1 R,11",11"1 1 T1111i 11',
ATTACHMENT DA
FOR FINANCE roc USE ONLY
ON COUNTY
....... VENDOR#:
BOARD OF COUNTY COMMISSIONERS
POST ED BY,-
VENDOR RE"WEST FORM DATE:
VENDOR REQUEST FORM MUST BE ACCOMPANIED BY
1 -9 FORM COMPLETED&SIGNED BY THE VENDOR
Form W-9:hqgs:llwww.its.Lrov/oub/`irs-odfLfw9.pdf
(N0%.,Farm W-8 must be completed for foreign corporations-https:L/3pMw.irs,gov/pubLirs-pdfLiwS.pd
Vendor E]C hange Vendor Information
Vendor N*ame: z***
Search Nanhe/Abbrev:lf
Street Address:
P.0.Box:
City/State/Zip:
Phone: Email:
Vendor Remittance Name and Ad.&J erentfrom above)
Vendor Name: .()A
Street Address: P.
City/State/Zip:
Contact Name: Contact Phone:
1099 Required?
Tax ID Number or SSN: OYes ONor
FAX Number: If Yes,pIlease check 1099 lype:
Email: 0 A Attorneys
Purpose of New Vendor: M Medica�/HeaIlthcare Payments
N Non-Employee Compensation
0 Other Incorre
R Rentals
Requested By: Dept- Date:
Signature of Requestor:
Please Return the Completed Form&W-9 to the Clerk's Office
via AMA @ mon roe-clerk.com or via Courier STOP 8
MCCHNOXIC-004(I O�1 7,M9)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Revised BOCC 3/18/2020 Deleted:0
............................................................................................I ................................ .................................................
Deleted:0
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Fil C III,,/Is(�d 1 2025 9 P a 0.... ......................................................................... ... 4.,
........................................................................................................... ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ................. ..............................................
_.. Wm � III 1,...III III. I��h.1 W_.W.fl_� w�ll'�II..III rV�. J�iid"���W..d p 1...,�1
ATTACHMENT D.5
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS$100,000.00 and Under
Contract with: Contract#
Effective Date:
Expiration Date:
Contract Purpose/Description:
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager:
(Name) (Ext.) Deleted:(Department/Stop#)
CONTRACT COSTS
Total Dollar Value of Contract:$ Current Year Portion:$
(must be$100,000 or less) (If multiyear agreement then
requires BOCC approval,
unless the total cumulative
amount is$100,00.00 or less)
Budgeted?Yes❑ No ❑
Grant:$ County Match:$
Fund/Cost Center/Spend Category:
ADDITIONAL COSTS
Estimated Ongoing Costs:$ /yr For:
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.)
Insurance Required: YES ❑ NO❑
CONTRACT REVIEW
Reviewer
_............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Department/.:.:1' ...:d: l 1 �"..........: ..Signature Www�Deleted: Head
w
.ssist a.n. 1 Director
County Attorney Signature:
Risk Management Signature:
Purchasing Signature:
( n nail con`t����f�nfl'�40r]�oecou.r11/I ��2y)
....... ..... ........ ........ ....... ........ r....:.....,.
OMB Signature:
Comments:
....................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:4/19/2023
::::::::::::::.:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::..........................
Revised BOCC�..:..../.... e:.leted:.:.:::::::'
A.-I...............................................................................................................................................................................................................................................................................................................................................................................................................................................................�
el e t e d.....'....0...............................................................................................................................................................................................................................................................................................................................................................................
� III n 1 ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 7...1 ... ili.............................................
hp ,1V�. fl mli CO 8iliV 8�'�iV+ III 1, J'1111d"�1 d
ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS$100,000.00 and Under
Contract with: Contract#
Renewal Date:
Expiration Date:
Contract Renewal Notes:
FAILURE TO MEET ONE OR MORE OF THE CONDITIONS SET FORTH BELOW
WILL REQUIRE APPROVAL BY THE BOCC
❑The BOCC approved agreement provided for a renewal subject to the terms and conditions set
forth in in the initial contract.
❑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$100,000.00 and under.
The following Contract Manager has verified that the above conditions have been met.
Contract Manager:
(Name) (Ext.) Address res �.w "� Deleted:(Department/Stop#)....
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Revised BOCC 1/t / Deleted:4/19/23
..
..........................................................................................................
......................L............................................}..............................................................................................................................................................................................................................................................................................................................................................................
e eted.
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
92......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... . ..
hp ,1V�. fl III m li III.. ...1'
ATTACHMENT D.7
MONROE COUNTY/ENGINEERING/ PROJECT MANAGEMENT
CONTRACT CHANGE ORDER
PROJECT TITLE: CHANGE ORDER NO: #
CONTRACT DATE:(date executed .-� Deleted:NITIATION DATE:(date
............................................................................................................................................................................................................................. ................................. q
TO CONTRACTOR: requested)...
The Contract is changed as follows: (use underlining only—no highlighting or deletion)
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
Change Order.............$
The new(Contract Sum)(Guaranteed Maximum Price)including this Change Order is
.......$
The Contract Time will be(increased)(decreased)(unchanged)by.................................#of Days
The date of Substantial Completion as of the date of this Change Order is........................(new date)
Detailed description of change order and justification:
Justification here.If a time change:show original and new substantial completion dates.
Change order is 0%of original contract price
Not valid until signed by Owner.Architect(if annlicable).and Contractor
.............................................................................. ........
Deleted.¶
ARCHITECT, III,,,,„Il,,,,,,,III,,,,,,,,lll,,, ,,,,,,,,,,,,,,,,l1:..II,,,,,,,,,llf,,,,,;;'
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Sign&Print Name Date
CONTRACT.........III;; :
Sign&Print Name Date
..
.........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:DEPARTMENT DIRECTOR
Sign&Print Name Date
COUNTY/ASSISTANT ADMINISTRATOR:
Sign&Print Name Date
III Ilf;; AS I .I
.)......................................................................................................................................................................................................................................................................................................................,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,............................................................................
Sli a If°u,liu,t IN. au..ne 1':'?ate.
............................................................................................................................................................................................................................................................................................................................................................................................................................................................
��.v sed� t` I/1 / 02 Deleted:I.'�,.I
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:1)V
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
9......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... . ..
hp ,1V�. fl mli III.. ....,��.B p Ill...�i,i III CO 8 iliV 8�'�iV+ III 1, J'1111d"�1..d
ATTACHMENT D.7a
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Change Order Attachment per Sectlbiiri 21111111348 Deleted:Ordinance No.004-1999
• Change Order was not included in the original contract specifications. Yes❑ No❑
If Yes,explanation:
• Change Order was included in the original contract specifications.Yes ❑ No❑
If Yes,explanation of increase in price:
• Change Order exceeds$100,000 or 5%of contract price(whichever is greater).Yes❑ No❑
If Yes,explanation as to why it is not subject for a calling for bids:
• Project architect approves the change order. Yes❑ No❑
If no,explanation of why:
• Change Order is correcting an error or omission in design document.Yes ❑ No❑
Should a claim under the applicable professional liability policy be made?Yes ❑ No❑
Explain:
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:4/19/2023
w......... ::::::::::::::.::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::...............................................�
Revised BOCC
„I,/,122.0'. ..e:.leted:.:.::::::...�.,
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
94......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... . ..
lmll''h.III.. ...., �.B p�Ill..,i,i III ('��...o�8�ill l 8�lll_..W i'Wi'"W'h...,�ll� III .a it IIII��...III ,� w�ll'�II..III rV�.
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,
proposals,or replies 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 Statutes,for CATEGORY TWO for a period of 36 months
from the date of being placed on the convicted vendor list."
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.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to(or affirmed)before me, by means of❑ physical presence or
❑ online notarization,on (date)by
(name of affiant . II L.. He........I�,,,,,,,,,,,,,,,,,,,,S..h.e........i_s........pe.rs.on.a.l..1.y........................................................,� ,� Deleted:/
) ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................�
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 7/17/2024
w................................................................. .
....:.:.............................................................................................................................................................................................................................................................................................................................................................................�
Deleted:
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:.....'....0...............................................................................................................................................................................................................................................................................................................................................................................
nc ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 7J aili
hp ,1V�. fl mli III.. ....,'��.B p Ill...�i,iIII ��...�m 8���iV 8���iV+_i'WiW'h...,��l� III .a it III ��...III ,�III... ���h.1 W_. fl_� w�lll''�I..III r J'1111d"�1 d
ATTACHMENT D.9
SWORN STATEMENT UNDER ORDINANCE NO.010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
66
(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 the County may,in its discretion,terminate this Agreement without liability
and may also,in its discretion,deduct from the Agreement or purchase price,or otherwise recover,
the full amount of any fee, commission, percentage, gift, or consideration paid to the former
County officer oremployee."
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to(or affirmed)before me, by means of❑ physical presence or
❑ online notarization,on (date)by
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
(name of affiant). II L He.......II::::::::::::......S..h..e.........is........pe.rs.on..a..l..l..y..............................................................� ��- Deleted:�
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
My Commission Expires:
w......................................................................I.;..:...............................................................................................................................................................................................................................................................................................................................................................................
Deleted:
............................
el e t e d.....'....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
96......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... . ..
hp ,1V�. fl mli III.. ....,��.B p Ill...�i,i III CO 8 iliV 8�'�iV+ III 1, J'1111d"�1..d
ATTACHMENT D.10
NON-COLLUSION AFFIDAVIT
I, of the city of according to law on
my oath,and under penalty of perjury,depose and say that
a. I am of the firm of
the bidder
making the Proposal for the project described in the Request for Proposals
for
and that I executed the said
proposal with full authority to do so;
b. the prices in this bid have been arrived at independently without collusion,
consultation, communication or agreement for the purpose of restricting
competition, as to any matter relating to such prices with any other bidder or with
any competitor;
C. unless otherwise required by law, the prices which have been quoted in this bid
have not 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
knowledge that Monroe County relies upon the truth of the statements contained
in this affidavit in awarding contracts for said project.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to(or affirmed)before me, by means of❑ physical presence or
❑ online notarization,on (date)by
name of affiant . If:::].H e.......I�,,,,,,,,,,,,�,,,,,, ..h..e.........is personally...............................................................,.�- � Deleted:/
( ) ............
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
w................................................................. ....:.:.............................................................................................................................................................................................................................................................................................................................................................................�
Deleted:.
............................
el e t e d.....'....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
97......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... . ..
hp ,1V�. fl mli III.. ....,'��.B p Ill...�i,iIII ��...�m 8���iV 8���iV+_i'WiW'h...,��l� III .a it III ��...III ,�III... ���h.1 W_. fl_� w�lll''�I..III r J'1111d"�1 d
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 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)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.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to(or affirmed)before me, by means of❑ physical presence or
❑ online notarization,on (date)by
name of affiant I I H e She i s personally Deleted:
.. ........I�,,,,,,,,,,,,,,,,,,,,,,,,,, .......................................... w-
( )..........I................
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
Revised BOCC 8/17/2022
MyCommission Expires: w...................................................................................................................................................................................................................................................................................................................................................................................................................................................................
/ Deleted:0'
...................................................�
..................................................
Deleted:......'....0.............................................................................................................................................................................................................................................................................................................................
(�p ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 7..0 ... �ili
CO PIiV 8 IIiV+ III 1,...
ATTACHMENT D.12
VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS
Project Description(s):
Respondent Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative Name and Title:
Address:
City: State: Zip:
Phone Number:
Email Address:
Section 287.135,Florida Statutes prohibits a company from bidding on,submitting a proposal for,or entering
into or renewing a contract for goods or services of any amount if,at the time of contracting or renewal,the
company 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 a proposal for,or entering into or renewing a contract for goods or
services of$1,000,000 or more,that are on either the Scrutinized Companies with Activities in Sudan List or
the Scrutinized Companies with Activities in the Iran Terrorism Sectors 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
Terrorism Sectors List,or engaged in business operations in Cuba or Syria.
I understand that pursuant to Section 287.135,Florida Statutes,the submission of a false certification may
subject company to civil penalties,attorney's fees,and/or costs.I further understand that any contract with
the County may be terminated,at the option of the County,if the company is found to have submitted a false
certification or 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 Iran Petroleum Terrorism Sectors List or been engaged in business operations in Cuba
or Syria.
Vendor has reviewed Section 287.135,Florida Statutes,and in accordance with such provision of Florida
law,is eligible to bid on,submit a proposal for,or enter into or renew a contract with Monroe County for
goods or services.
Certified By: ,who is authorized to sign
on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
Note:The List are available at the following Department of Management Services Site:
lit t ://www.dms.m floridartcom/business o erations/state urchasin /vendor information/convicted sus e
:::::::: .:....:..:..._ .........co plaits.........vendor......_lists
RevisedBOCC 7/17/2024 .w............................................................................................................................................................................................................................................................................................................................................................................................................................................................................,
eleted:1.,)...."
..............................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................�
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
W u p'i:iu " d., 99
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... . ..
ATTACHMENT D.13
AFFIDAVIT ATTESTING TO NONCOERCIVE CONDUCT
FOR LABOR OR SERVICES
Entity/Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative:
(Name and Title)
Address:
City: State: Zip:
Phone Number:
Email Address:
As a nongovernmental entity executing,renewing,or extending a contract with a government entity,
Vendor is required to provide an affidavit under penalty of perjury attesting that Vendor does not use
coercion for labor or services in accordance with Section 787.061 Florida Statutes.
As defined in Section 787.06(2)(a),coercion means:
1. Using or threating to use physical force against any person;
2. Restraining,isolating,or confining or threating to restrain,isolate,or confine any person
without lawful authority and against her or his will;
3. Using lending or other credit methods to establish a debt by any person when labor or
services are pledged as a security for the debt, if the value of the labor or services as
reasonably assessed is not applied toward the liquidation of the debt,the length and nature
of the labor or service are not respectively limited and defined;
4. Destroying,concealing,removing,confiscating,withholding,or possessing any actual or
purported passport,visa,or other immigration document,or any other actual or purported
government identification document,of any person;
5. Causing or threating to cause financial harm to any person;
6. Enticing or luring any person by fraud or deceit;or
7. Providing a controlled substance as outlined in Schedule I or Schedule II of Section
893.03 to any person for the purpose of exploitation of that person.
As a person authorized to sign on behalf of Vendor,I certify under penalties of perjury that Vendor
does not use coercion for labor or services in accordance with Section 787.06.Additionally,Vendor
has reviewed Section 787.06,Florida Statutes,and agrees to abide by same.
Certified By: ,who is authorized
to sign on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
w........................1..............................................I;....................................................................................................................................................................................................................................................................................................................................................................................
Deleted:
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:1)V
uII^ ., ,�,�i, ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 1 0.0 � ... i.:,
....: t
pjjo��
R �111111 T'11111111"CO PI�/l Tll�"' 'I I I
P1,
Monroe C ount
Selection.Committee Coln'-flict(-�),-f.lui.terest/Con.,fld.en.tial-
1. You.have been selected to S 1,12,212 in the evaluation r,°rssrece'ved.as the
s u....1 t o f I h e co.iii 3�1 1 1 1 1, rented below.Your selection was based.up..2.!j yg.�gr
...........................................L I t v e s o I............c t a t o!n..........r e f......................................................................................................................................................................................................................................................................................................................................................................................................................................................... ............
ggal"fications aj.,id knowledg 'n this area an.,d ij,Lj!* to develo ,a olb*ect*v su,b'ective
I itV
...................................................... ..........................I...............................!.............. .....................i.............J
anal s*s o- each re You.ar r Conn. an
............................................. .............................! e p e r d............t o e) U...........!y e L L!�2 Monroe Co n ( y
.................................................................................................................................. . ..............................................................L.............)...........................rim,,,,,
.....
ac � conflict of interest.,
2. It is essential that the i,nte,g,[i!y 2 1 o"n J['E2'�'2"s s,be maintained to ensure that
............. . ....Ih,e evalu. I............................. ....................................................................................................................................................................................................................................................................................................................each.p I i n ses to the a..nd eq e written/electron* e
................................................ . .................................................................................................;.........................................._ gj�.2.2 s...........d e r al o..................................................................................................................................................................................................................................................................................
sion.. ......................o lici tat and any L.tn!E2,2p ive c larifi ions catd./o rye otiations must s n
tad
!Ih� .........................
R. I o n e..............A s..........a Selection Committee mem.her., ct've and inst an
.....................................................................................................................................................................................................................................................................................................................................y.2.!l M u.....s t..........b e..........o--��...................i............................................................................. gg........................................................................y
te denc to favor a p ficular manufacturer........fj,j:M 2,r individual.
3. Is I I l'ollow-tig the Florida Sui.'ishine
I t..........!...........................I'T"I p 2.11an!jh�'R......y2p;
a w I -�Jch is in eft.ect dur*ng 1 2. aluati .11 p ss a A Loceedl
01 R p ng.�2.!j.h.e Selectioll
................................................................................................................................................................................................................... ...................................................................................... ................................................................................ .................................................................................................................
Committee nleetlgg s�.!2p u 11"i I ss has started it is essential that any K2,g,�,ilct
.................... .ce the evalat'0 ............................................................................................................................................�'j
.......................................................................................... .....................
its the P g wi r ij.2.2r's be throug. I I y
.................................................................................................................................. .......................................................................................................................................................................................... pu.rch a s*.na L.L.Addffioina.l ........y
...............................................................................................................I.................... .. ............................................................................................................................ ...... ......
are not to communicate any information aboligil this solicitat,ion I 1-ormal
Selection Committee meet.p'ig.�,' '. its i!.!!.y r )..2.�2!1.11al very d.or/contractoi°m/cortsu.itatit
...................................................................................................................................................................................................................................................................................................... .................. ............... .......12 n d.�.o. r o...................L .......................................................................................................................................................................................................................................................................................................................................................
is L1,1jor to award by 221 2 h2l!Y2.9 A, Cuss p
E 2 L)2
....................................................... ........ill evalgat'ons with aflY,2112 21,her than
fellow Selection Committee members at the L) L) .�, ine......... g�
......................................................................................................................................................................................................................................................................................................................................................................................................................................................................... .. ....... ........ ..h..e..........F I o r d a..........S u..R s h'...........................
law'is in ef.Tect until tlie Count has awarded the contract.
..............................................................................................................................................................................................................................................................................................................................y........................................................................................................................................................................................................................................................................................
4. As set for In Sections 1.1.2.313 ITIorida Statutes........p I .1cers and ell.12121KJL2 of the
...................................................................................................................................................................................................................................................................................................................................................................................................................I................................................................................................................................................................................. b I c o f!........................................................................................................................................ ............................................................
..............................................................................................................................................................................!..........................................I......................................................................................................................................................................................... t I. ....... y
Imsiness transaction or ofess'onal active I I in i is in. ....... . ...... ...................................................i y...............2E LKLI 221 of any
1711, �............
conflict with the P.1,21121:conduct of their duties iji.i the I I
5. 1.recog e that p officers and emP-121222 ij,E,t............................... ...... o holn.or the ethical.
obIj ations inherent in I m.ere legal ob i tjoins and.
.............................ig.......................................................................................................................................................................................... ................................................................................................................................................................................................................... .........................................................................................................g.........................................I service.These o b.1 L jj.211.�9........t.Mnd ....... ...... ...................g....................................................................................................
demand from the h,!jc officers and elrl-12!21-2g�� 1, , it..............i! I I ;',Eg1jj2r sens'tiv' y 1-o their conduct,
as the p pj.�!r K.2p!..,on of such conduct.
.............................................................. ...... ............... ...................................................................................................................................................................................................................
6. Public officers and em. ected to safe, ielr abilit to make
................................................................................................................................................................................................................................................................... ...... p!...2.y�2.2 i!!:2 2..' 1 gR.i!j:g
............................................. .............................................................................................................................. .................................................................................................y............................................................................................
ob Lec v I I Isions d.therefore maY R21!IKLU f an
....................... .............L......... ........ dec ......... L,2neflts o
11 22............................................................................................................................................................. 22L!
under circumstances in which.it could be inferred.by g onable observer that the benet"It
................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. .................................................................................................................................................................................................................................................................................................................................................
was hi tended.to influence a,gg!,1!l119 21: ture decision of theirs.........2,L 12 1:eward.a 1p 1 101,1.
Puii.blic officers and. r en s shd avoid any .�.L.!he r in the o cntex t or business
.....................................................................................................................................................................................................................................R.121 K� oul..................................................................................................................................................................................... .. .. .... ...................................................................................................................................................................................................................................................................................................................
rinaticial lal relatio .i.shi SO It I t I whether or not
21:2,2K
�,ic nig�;,j!jpq,ermi.ne he p L,1j,K.............................a.... ......................................................... .......
thatconduct is unethical or lends itself"to the alp 1 11 let of eth'ca ) i...................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... .................................................................................................................................................MEMEL.........................L.
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:0
.............................
..........................
Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
R11V1'I CC[ .............................. .......... .......... ................................................................ .......... .......... .......... .......... .......... .......... .......... .......... .......... .......... 1 0..1 P 1c
..... � 1
i�......................................................
pjjoIII [,,,�ijj
7'. In accordance with 2 C.F.A.Z., .318 the Coujil. intains the Nillowin
.........................................................................................................................................................................................................................................................................................................................................................................................§2910. ..... J; .11
.......................................I............. ................................................................................................ .... ............................................................................................................................................................................................................g
standards of conduct coverIn oiifficts of.'interest and t I I S 111,g K.........................................!........ .................g,22±Lni,ig 1�L i!�,fioins of',t e p......... y
...................... 2�
oil", S ents or board menibe.rs engag.2.q,in the selection award.and administration olf,
.............................E.2.!............ 29............................................................................................................................................................................................................................................................................ ................................................................................................................................;............................7........................................................................................................................................................................................................................................................................................................................
contracts.
No e.m.1,!.2.y fri neitiber ma p I I I tion awa rd... .... ......!L.?2........................LLLI ggt.nt or 15oard i,
................................................................................................................. .............................................................................................................................................................................................................................................................. ....... ................................................................................................................................................. I....................................................................
or administration of a.contract s,u.,]j?,,2,rjLA!�,y F or if fie or si'le has a real
.............a
con flict oct.-interest.Such a conflict of interest would arise when the en),..
....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
o am!111 2,1-board m.em.be,,,,,,,4 ���� ��°2E W!,
e .ii.ber of their immediate fam'l............
2.L.gA!j.I.Zatjon that emL)!..2.y..........2.!:'s about to emp!...2.y....... ..........a.!!y I ..............2f jh.2 p..i!rj'es indicated.herein has a
............................................................................................................................................................. ................................................................................................................................................... .............................................................................................................................................................................................;............�2.............................................................
financial or other Interest In or a tag ' I ) .om.an.enflit Idered for a g benefit fr y
contract.
..............................................................................................
8. An Offlce,r,,tffi]12,Y-2,2.1 Agt,nt and.board n.'i.ettiber ofthe Cop.n m,a,,y!I,Llther solicit nor........................... ............................I'll.....
C e I I I in on etar.y frorn contractors.
...................................................................................................... .........................................................................................................................................................................................
In addition to the obligalions set forth , .abo,ve ...............................Y
.. ... ....... .........E!,!j,d all emp
who hold.a 11.2.,�Itlon on the Selection Committee are suli.b*ect to the
.................................................................................................................... .............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ....o n s..........o f t h e..........1.!e r.s o r!t!e
Polic &Proicedures Magmal.
Y........................................................................................................................................................................................................................................................
all .........5 '1 1, 0 11 t of this form
,.(.h)..............................................if �y.............tlect-on Comm-ttee member has an. .......q g.�stjons n.......a !12 Rt�............................................................................................................................................................................................................................................................................................................................................................Y......_q .................................................................................................................. ...............................................................................................................................I 12R.
should contact the Purchasing!2,ffi�,2 for clarification.
9. If the financial interest is not substantial or the lift i�,,gi is an xiiii.psoilicited item of iiortilnal
au.e no
...................l............................
.................................
further action will be taken.However d1sC1jjj,!,Hj,,2,ry I I !,,*ed.for v'olat ons o................................P
u c h...........stagy 4 a r 4 s..........o t her r a i s e
10. As a selection.committee member........ 1j.E.e to follow the........................................pr .......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... .................................................................................................................. ........ 2visions as sett-birth above.
11. T.o emp ..1!2I.ze tlie Imp ie above characteristics.., 01 1 - th e...................................................................................................................................... ..................................................................................................... ................................................................................................................................................................................................................................................................................................................ ....................................................................................................... .......0.........................................
foll,,owIn
I have read and understand the above and agl:2,2 12 be bound 11)�...............the State of Florida,Y.............................................................................................................................................
Stinshln.e law rules and. i I resented..I know of."no conflict of interest on m�
y
.....................................................................................................................................I......................................................................................................... ....... ....... .........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
1!,,2,!:ha,ve I cointrutted an "nd"scretjon nor acce to an g,E1jj,!!!"ties or favoirs that
..............1, 1............................. I................... .........................y
would.coin ar *a,.'t My[�.L.2..M.giendatjoins shall be based uj,2.2..!j
..................................................................................................................P 12M 12.�!Ry 12112........................�!.............!!..........xt....................... .................................................................................................................................................................................................................................................................................................
2,h,jective/su,bj ct"ve review of"the offeror's resp jj,�,2!!tid the a te award
..................L....................!..................... I
12RU'a.............................................................................................
.c......................i......t........e...........r..........I........a....... r ... iiining hMore o........p............
. ................ ....2.�.H. . Eir ........ .. ........ l........ o.........C ......... t................
L) a-23,;,,q p
I cer i that I 11 0 0 a e I coi.iflict of interest in the t s identified bel w and
................................................ .................................................................................................................................................................................................................................. ........... .....................................................................................................................................................................................I...............................................
that I will recuse myself from all Itj 2 �,,E,gsloi].111ii.akilliig,.....ig proval dis,22p y g1p .........................................................I [2y1j,!,
r r e c o m t..n e n..d a t I o n...,......g.,f a n...y ion on an l��i;..Itatit/c(iintractor°/vend.or for select" !2!! ...............................,
y c. act
'fl.have a conflict of—titerest or a Ict of interest.i- 1 1, ..... ........p
As a selection committee mernb,er, I I I die coin fid ent]ality f all information
.........I ............
.n.............o.............L..........................j...................d.........................p .E...... .
.........Mn..............r..........o............e.............Co.............u.............n..............t....... ...............................l.......a...........t....................d.............................................. ..e..........j..E2.g!....r..........e...........m................................n.............t...............o.............f....................................e.................b..............e...........l.......o............w
.1 ..........................
refe,renced(",Lro,L K! lh,!!�1 g,a,in access to as a result of my involvement with the
Pro' ct 1 0("Procu.rement.l.nt.'olrmatioin'..) -ocurement nf rmatioln..... 1 gg..q.erstand that Pj.,
.....................................1..................... ........................................................................................................................................................................................................................................................................................................... ..........................................................................................................................................................................................................................................................................................................................................................................................................................
I luuaui cl fignted.to s it t
p-�"u E,tq Ly 2,!:L,E the Cout y.............
p .............................................................................................................................. ....................... ..................... .............................. ........................................................................................................... .................................................................... ............................. ................................. ......................................................................................................................................................................................................................................................................;...................................
. .D...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
!:2curenieno.....the Po. ect.......lalm.'Wrsan.dthat.......rociii-eilinint Informaion1 1,1c dI eleted:I .........................................................................
but is not limited to documents submitted to the Coujiiit by !! 1 1. I A:ffard ..........................
............2 j*t'es,s e e k"ng!I! ......................... ,.......... Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. .................... ......................................................
pjjoIII p,�ijj
of the Pro,'ge ("Prol se s".I understand that Procureniii.ent Intormation ma, iiiiiclude
...........................................................I....................................I I I..................... ..............................................I L .....................1......................I.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................I ................................................................................I
documents submitted by !:2,p ers related.to letters of r,esp fUlterest..... ........
.................................I
technical p!:!!..p S )ro�jjj..Igisals financial I..L.2.p I lo...... ........gisa.1
......................................................................................I....... .........................................7 REEK I...............................I ...........................................1 7...................................................................................................1 1........ ........ ..............n f2 r m a t*.............12..........s h a r e
4 11 1, 1 ion rna also
duriRg 2.11IMII.pl mtt�.!!.ma, 1!,!,sg1 understand.that Procure i eit info y.....................................................I
s include documents that evaluate or review doicurnents submi.tte.d by 1! 21!222.E.�
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................I......................................................I............. L I .. .. I........ ........I I........2�!1.4�.
e.........................ol...............................I I information re,;,2,!:,,d, in(Y Pro*ect cost estimates.I also a ree not to d"scuss t1i P,r *ect.. .......... ....... .........................................I g I
...........aln................................I ...................................I ....................................................................................................................I
with any2.11..t a.h.o is a tnernber of or acting 2.p.behalf..'of a 1111?rop
.............................................I.......................... ..................................................................................................................................................................................................................................................................................I ...................................................................................................................................................................I
Unless so ordered b a court of cogi i ion or a o nion of theMonroe j2.2jLj!.j L" rjsd*ct*
I..............................................................................................................................................................................................................1 11....................................................................................1................................................................; !I ... ...... .......
......................................................................................I....................................2............ ...........................................................................................................................................................................................................I
cou.,11111Y 1 1. U ii.ent Information e,xce, t to............. ..... ................w'll not d.*v lg�gg,Ij Procureviij ........... .........p......................................I
Individuiii.als who,have executed a Conflict of lntet-est/Coltifideriti.al.'I.ly Certificatioil.If I
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................I....... ............................................................................................................................................................................................I
am contacte.d by Rj!.y gIgn.'j.ber of the p�.!!.!!.!.1c or the ined.1a with a req r
.............................................................................................................................I............................ I ...................................................................................................................................I ..................................................................................................................................................................................................................I.................................... I 2..�j fh...........I
Procurement Information q!p.!:,2,M 1�1!,y forward.such reqg,2,�, the Count 's
W, .............. .......
Purch.asincr,Office.I will also maintain securil and control over all documents
...............................................................I............................ ...................................................................................................................................................................................................................................................................................................................................................................I......... ..............................................................................................................................................................................................................................................................................................................................................I
cont i i tod ro retnent In- rynation which are in my�,,!j s y I �I...........
fgL22!1,2t to,solicit or accM I......IgL,ajatlies,REER r r a Y!t e d..........pjjj'
...................................................... _ !, 1!,,g,g - n 1,
E,s gir e2it,M, t 2. 22
.......................................... p
n favors, 'rom. under consideration for an a
................................................................I........2L ma I.g.l.u....e. I.............................................................................I.... .........................................................................................................................................................................................................................................................................................I.............g!t2m.2.g
associated with the Proj c and.1 re n t
..........................................................................................I K2.1 U I .....that do" ,L!2.2 1! AY L2 K211111111112LY 12 2,1212121.1,
ordfilanves,and ru.1 Is !�121111.9 2.1 2.2 ..........................................................................................................................................1 1........................I............t _.91therwise be a......................................................................................1 2................�L. p
I...................................................................................................................I ......!Jcable to the C.oup..........y 2.E M..gy .............................................................................................................................................I
violation o-f the law.
.1 2,9Z22 2,21 12 2,,2,,g,2,g2 in bid t,,agip Section 838.2,,2 Florida Statutes.
I........ .............
I realize that violation of the above mei'Itiotted.statutes would be,p *sh.able ill
accordance with Section 112.317 and.Section.838.22. t
I................................................................................................................................................................................................................................................................................................................I:�...............I................I...........................................................................................................................................................................................................I !E.12.d.d a..........S t al g...........e s.......... c o u....1.d
result in dis,c_t 1 1. a , t on by the Counly,,
.............E.1 RE ........................................ .................................................................................................I
Insert the C,oilll. 1 1. 1 1 1 e 13 ol..............................
1'he lindersign,�,g individual a rees to the terms of this Conflict of I.titerest/C oti-ri(l.eitti,ality
.............
(.'ertifivati.on.
............................................................................................................................................I
Selection Coiaimittee Member:
..................................................................................................................................................................................................................................................................................................................................I
..........................................................................................................................................................................................I
Date
............... ....................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................I
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D..e I e..e d ............................
..............................................
............................................................................ ..................................................
Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
R111V'�SC C[ ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 1.03 P 11
............................................................................................................................... .................................................................................................................................................................................................................................................................................................................................................................................................................... .................... ......................................................
llp%,1V�. Ill m 11 III.. (-,)LB 14
III (STV N+_I S S II.(.,) d R Sy I...Jz C I S I_p l G well'0 III r 1.C v V.�iii/l P l 1.1 Illlli....r
ATTACHMENT E FORMS
FEDERAL FORMS TO BE USED WHEN FEDERAL FUNDS ARE UTILIZED OR
EXPECTED TO BE UTILIZED AS SET FORTH IN CHAPTER 14
w......................................................................I.;..:................................................................................................................................................................................................................................................................................................................................................................................
Deleted:
..................
.................
Deleted:
.....'....0..............................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 10.4� �,1,
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
lmll''h.III.. ....��.B p Ill...i,i III �����...o�8�IIIV 8����V+_..W i'W i'"W'h...,�ll� III .a it III I ,� w�ll'�II..III r V�.
ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing$10,000.00 or more)
Requirement(good/services to be procured):
If brand name or equal salient characteristics are.-
Market Research:
Research Method:
❑Internet( )
❑Prior procurement files( )
❑Personal Knowledge of Local Trade Area( )
❑Other
Potential Sources:
Estimated Purchase Price:$
Additional Considerations: Considered Notes:
Federal Surplus Property ❑
Aggregates or Break Up ❑
Purchase
Lease vs.Purchase ❑
Planned/Expected Contract Tv,
❑Fixed Price(including fixed price per unit)
❑Cost Reimbursement plus fixed/fee/profit
❑Other:
A-9eleted:��:'�'.���,
Notes:cost pluspercentage-of-cost is �•ohzblted•tirne and material has .:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::.........................
p p
Deleted:1)V
...................................
,I 1,l�. 1I ()III.. (_,_e��L B 14 Ill..,i,i III (X.NV N+_I S S 0 d R IIT I...UZ C III S I P1,11,11 G III..111,0 III r 1 C( J'I111d"1 P 1 1...,�1 IIIIII....r
restrictions(See§200.318(j)(1)
Procurement Method:
❑Small Purchase Procedure($10,000.00 ❑Sole Source$10,000.00 or more
Through$100,00.00) ❑Written Solicitation of Noncompetitive-proposals Justification(refer
Price Quotes(Please include) to Chapter 14/2 CFR200.320(f):
❑Oral Solicitation of Price Quotes
(attach documentation noting oral price quotes)
Vendor contact information/Price quoted
Notification/Publication Plan: N/A if Micro-Purchase;Must be formally publicized if"estimated
Purchase Price"is in excess of$150,000.00
w........................1.............................................:.:...............................................................................................................................................................................................................................................................................................................................................................................�
Deleted:
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
..........eleted......'....0...............................................................................................................................................................................................................................................................................................................................................................................
1�6 L:,
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... �t�
hp ,lip. lmll''h.III.. ....��.B p Ill...�i,i III ��...o�8��V 8��V+_..W i'W iW'h...,�ll� III .a it III 1 ,� w�ll'�II..III
Revised BOCC 4/19/2023
ATTACHMENT E.2
Monroe County Procurement Form
(For all Federal Competitive Solicitations of more than$150,000.00)
Solicitation Issue Date:
Requirement(goods/services to be procured):
Responses/Bids/Offerors Received:
Name Date Received/Bid opening Date Checked in
SAM/DMS/etc.as
per Entity Checklist
Attachment E.3
Selected Firm/Person/Entity/Company:
Selection Rationale:The bid/Proposal was most advantageous to the County,price and other
factors considered because
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
RevisedBOCC 4/19/2023 .w............................................................................................................................................................................................................................................................................................................................................................................................................................................................................,
eleted:1.,)...."
..............................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................�
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
I ...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
ci�
P ,
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................. ....................�t�
pjl'o III r[.,
ATTACHMENT E.3
Debarred,Suspended or Ineligible Entity Checklist
Entity Name:
Federal/State Funding Agency:
Federal/State Funding Program:
Federal Excluded Parties List System(EPLS): Yes❑
SAM.gov No❑
Forced Labor/Convicted/Discriminatory/Suspended/Antitrust/ Yes❑
Scrutinized/Federal Excluded Parties/Vendor Lists: No❑
dms.myflorida.com
US DHHS List of Excluded Individuals and Entities(LEIE): Yes❑
Exclusions/oig.hhs.gov No❑
Verified By:
Signature
Printed Name
Title, epartment.............::......'.::....::::...:::�.:e
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:7/17/2024
...............................................
Revised BOCC i i/ �2 eleted.6}„
.leleted:
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::...............................
1„.
...
�.�V
uII^ ., ,0, ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 1�..g P ... i.:,
....:. t
pjl'o III r[.,
ATTACHMENT EA
Disaster Request for Purchase
Date of Request: Requester Name:
Requester Phone: Requester Email:
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................
e uestin De artment ,�1f,,.a..i� Vendor Name m Deleted:/Vendor Number:
�
Incident Name:
Request:
Reason for Request--how was this caused by the incident?
Type of purchase:
Replenish Stock New Items/Materials Insurance Claim Claim#
Repair Work Replacement due to damage (Include copy of all claim-related documents)
Where are the items/materials/goods/services being used?
What is the location of the repair or replacement work?
If repair or replacement,is this temporary Priority: Low Routine Urgent
or permanent?
Temporary Permanent
Order Details:
Qt Item Description Cost per Unit Total Expense
Total Cost:
Please attach the required 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
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:4/19/2023
FDEM Approval Needed? Yes No
Deleted:�.,�,'"
Revised BOCCI
Deleted:1)V
...
uI I^ ., ,�' ° ......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 1.09 � ... i.:,
t
11 R,11",�I I I T1111i IL 1.1 1
ATTACHMENT E.5
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DISASTER AUDIT SLIP
Vendor a Vendor Number
Invoice# Invoice Date Invoice Amount
Requester Name- '4( Requester Department —Incident Name
How was this caused by the ?
A
T7 ELI
Type of purchase: Replenish Stock New -us/ tq�*ils Repair Work Replacement due to damage
"Is
What is the location(Address and Facility Name)of th -eyi r r lacement work or where the items/materials
'o'10 will be used? If this is relating to a vehicle,include theConn. is D and VIN.
If repair or replacement,is this temporary or penuanent? Temporary m ent
Has an insurance claim been filed"?If yes,what is the claim number"?
Priority:—Low Routine Urgent Disaster Tracking Number
Fund/
Cost Ctr Account# Project# Project Acet# Amount
Description(Opt)
Description(Opt)
Description(Opt)
Review Signature Date
Approve to$1,000.00 Signature Date
$1,000.01 to$5,000.00 Signature Date
$5,000.01 to$10,000.00 Signature Date
$10,000.01 to$19,999.99 Signature Date
$20,000.00 to$49,999.99 Signature Date
$50,000.00&greater BOCC Approval
Notes: Only one invoice per audit slip,please!!
BOCC Depts.complete all areas.
[ ..................................................................0............................................................................................................................................................................................................................................................................................................................................................................................A e:::I:::e:::t:::e::d::::: ............................
.............
Revised 3/18/2020
Deleted:
..................................................................................0......................................................................................................................................................................................................................................................................................................................................................................................
Rcii,/Iis�,�d 1 2025 1 10 P1 a
..... ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................,.......... ..............................................................................10�
C 0 L 1 a T"111, 1.1 R,11 11 1T1111i�iIL'111 III:'"°01 III�111�C".
t
Minority Owned Business Declaration
,a sub-contractor engaged by Monroe County during the
completion of work associated with the below indicated proj ect
(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 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 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 livingunit.
F.S 288.703(6) "Small business" means an independently owned and operated business concern that
employs 200 or fewer permanent full-time employees and that,together with its affiliates,has a net worth
of not more than$5 million or any firm based in this state which has a Small Business Administration 8(a)
certification.As applicable to sole proprietorships,the$5 million net worth requirement shall include both
personal and business investments.
Contractor may refer to F.S.288.703 for more information.
Contractor Sub-Recipient: Monroe County
Signature Signature
Print Name: Printed Name:
Title: Titl
Deleted:/OMB Department
Verified via:
htt s://osclmd s.m lloriaoco /directories
Address: DEM Contract:
City/State/Zip
_...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Formatted:Font:8 pt
Date: FEMA Pro'ect Number: _............::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::................................
letedJ
•0
Ieted:0V
......... ......... ......... ......... ......... ......... ......... ......... ......... .........
FilC III,,/IS(N.l 1 ........... .. �� 111 P
......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... .....................+..........,...m......................................
I pio��
R 0 COPIV/l 'I I I
P1, -1 -� , �
APPENDIX A.,44 C.F.R.PART 18 Certification Re2ardin2 Lobbying
(To be submitted with each bid or offer exceeding$100,000)
Certification for Contracts,Grants,Loans,and Cooperative Agreements
The undersigned certifies,to the best of his or her knowledge and belief,that:
1. No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of an agency,a
Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress
in connection with the awarding of any Federal contract,the making of any Federal grant,the
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.
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 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 subreciplents shall certify and disclose
accordingly.This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into.Submission of this certification is a prerequisite for
making or entering into this transaction imposed by section 1352,title 31,U.S.Code.If any funds
have been paid or will 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 commitment providing for the United States to
insure or guarantee a loan, the undersigned shall complete and submit Standard Form-LLL,
"Disclosure of Lobbying Activities," in accordance with its instructions. Submission of this
statement is a prerequisite for making or entering into this transaction imposed by section 1352,title
319 U.S.Code.Any person who falls to file the required statement 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
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................
D.e.I e t..e d 1.,) ............................
..............................................
............................................................................ ..................................................
Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
��:,1 1.2 P 11
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ .................... ......................................................
R I i COill/I'll, P'I, I
-1 -p�jjoIl,
-,i( P1111/1 d''1%
DUSC LOB URE OF"LOBBYING AMIVIIIES Approved by OMB
Complete this form to, lobbying activt I&S pUl"SI[ant to 31 U S.C.,11352 0348-0046
(S ele reivierse for public Ilbr,mridern disclosure)
I Type of Federal,Actioni: 2 Status of Fe,cl&rial,Act11'1011 Reiplort Typile::
a.contract a.hilid era,,-ff'er�apj pllicatiion a.Initial filing
b.gria nt -ki[flall awardl b. miateirliall change
c.cooperative!agi,e lie nient c.posi-avdard For IMiateriiiall Chianiigilei,Only:
d.Ib a nii yeiai, ,q Lit la rte,ir
le.Ile,aniguaraintee date oflast itelport
f.loan insLirance
4.,Name i Address of Reporting Entity: 5.If Reporting IIElil-ity,in No.4 is,,a SUblaw,&rdeleu,Enter Name
Prime Subawardlee and Add relic s of Prime:
T I er DI MR-
C
-Ict on gr lessionial0lisitrict,lfkmzm�oUc res,sionial Distr �f kncwn� Cl
6 Federal DepaillrifentlAgenvy: 7 Federal Program IlNlarrmeffile rii, tioni:
CF�D IINLUmber',if appAgabLe.-
'b,
i"i-F-ei d'l'e`i a I A..........c iI 'Ni L"i`�m..........bi e r"...........iif—k,in............g............w a................................................................................................................... 9""1"1.......A.........w��i a r d'"i A-........M ii 0 L I['I' ...............iin`..........................w............................................................................................................................................................................................................................................................................................
................................................................ ..............................................................
10.a.,Name,and Address of Lobbying Reig istranit bi.Individualls Performing Servicels(ificlucling aiddiii-eiss,if
if ihdiviVual,last natine.fini in,al,iiine,AM,I'- a
different From No,, 10.............I
M7):
ill.4 dcru ngbon H miquili., ij I'lxt-,It.qom ffim iii rr��is mal luilizeui tad Rifle,1131 U S G.�ax:",W.3r( Signiature',
1352,TFis,EiNclowimlie&knibb"firixg Ackvifimt�is a uuit�2lllvji� cff fact
ivoin liefildiii was pkm:c.�d Alin ficir,rAxwe mvIllerb fSks tnarinarfill-An vi immAr.., Print Name.
cr t!R,tmlHj nim, k rilixpired p6glill 3A U'SC 352 'T Fi s
ir6icirmv�filun wfll��:lon;vplc�11`,ed U��"..'ht!Grilly,emn and wifl lie uvahkA�Nunn
pilimbillic iragmuficuil,illime jx�mum�ahuj,Iv0NIIJg fik� lmwlimd shal br.. Tifie-.
sl�.Ai'lpact I?,u,zlid-vii pull luhj�cA 0-vcq Ir �1=$T;10010 a HI r.vi,ii"ll fl'iar-R 51CH),0100 fv,�,r
vild sauh IpArt- ................. Telephan e!!No.- Date..
yyyyyyyy
Feder-al Use nIlly: Authzifizledl for Local IReproduclioni
standaird Forrn LIL(Rev.7-97)
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Del eted:
....................................................
..........................
Deleted:1)
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
ci�
11...31 Pi� 11
.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... . .......................... ......................................................
hp� ,liflmli .,'��p ('OrilV/l I1 _1 w r.�—' !'iid"Wdp�III..,� l Ill
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 a covered Federal action,or a material change to aprevious filing,pursuant to title 31 U.S.C.
section 13 52.The filing of a form is required for each payment or agreement to make payment to any 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.Complete
all items that apply for both the initial filing and material change report.Refer to the implementing guidance published
by the Office of Management and Budget for additional information.
1.Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome
of a covered Federal action.
2.Identify the status of the covered Federal action.
3.Identify the appropriate classification of this report.If this is a follow up report caused by a material change to the
information previously reported,enter the year and quarter in which the change occurred.Enter the date of the last
previously submitted report by this reporting entity for this covered Federal action.
4.Enter the full name,address,city,State and zip code of the reporting entity.Include Congressional District,if known.Check
the appropriate classification of the reporting entity that designates if it is,or expects to be,a prime or subaward recipient.
Identify the tier of the subawardee,e.g.,the first subawardee of the prime is the 1st tier.Subawards include but are not
limited to subcontracts,subgrants and contract awards under grants.
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 organizational level below
agency name,if known.For example,Department of Transportation,United States Coast Guard.
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.
8.Enter the most appropriate Federal identifying number available for the Federal action identified 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."
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 commitment 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 registrant under the Lobbying Disclosure Act of
1995 engaged by the reporting entity identified in item 4 to influence 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).
11.The certifying official shall sign and date the form,print his/her name,title,and telephone number.
According to the Paperwork Reduction Act,as amended,no persons are required to respond to a collection of information unless it displays a valid
OMB Control Number.The valid OMB control number for this information collection is OMB No.0348-0046.Public reporting burden for this
collection of information is estimated to average 10 minutes per response,including time for reviewing instructions,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,DC 20503. eleted'I:'"'"
..............................................................
..'.....................................................................................................................................................................................................................................................................................................................................................................................................�
..............eleted.......'....u...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
114 �......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ...
...
�t�
Exhibit A Sample 1--Notice of Intended Decision for Construction Bids
February 14,2013
To:All Bidders
Re:Notice of Intent to Award a Contract Watson
Bridge Repair Project
To Whom it May Concern:
This letter will serve as notice of Monroe County's intent to award a contract to
,the lowest responsible bidder for the Watson Bridge Repair Project at
the 2014 Board of County Commissioner's Meeting.
Construction bids for the Project were received b the Monroe Count
J Y Y
rclas J�Po��ce on 2014. Deleted:Purchasing Department
Sincerely,
Judith S.Clarke,P.E.
Director of Engineering Services
--f..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Formatted:Font:8 pt
.........................................................
.......................................................................................................................................................................................................................................................... .............................................................................................................................. .............................................................................................................................. ................................................................... .......
Deleted:v s e d t0CC I I /202
u ...................................................
........... . . ..................................................
Deleted:1)
......... ......... ............................................................... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... 1 1...5 I� ... i.:,
....: t
Exhibit A Sample 2--Notice of Intended Decision for RFPs&RFQs
To:All Respondents
Re:Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for the Asphalt Pavement Evaluation and Management
Services(RFP)
Or
Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for Engineering Design and Permitting Services for the Card
Sound Bridge Repair Project(RFQ)
To Whom it May Concern:
This letter will serve as notice of Monroe County's intent to grant approval for staff to negotiate a
contract with ,the highest ranked respondent,for Engineering Design and
Permitting Services for the Card Sound Bridge Project at the March 20,2013,Board of County
Commissioner's Meeting.
Proposal responses for the Engineering Design and Permitting Services for the Card Sound
Bridge Project were received b the Monroe Coun ��rcasi $„ gym on March 1,2013. _- Deleted:Purchasing Department
g J Y ,,,,,,,,,,, ; ;;
Sincerely,
Judith S.Clarke,P.E.
Director of Engineering Services
..........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Deleted:10/21/2020
,..;,
..............................: ::
Revised � � 11/12/ ��................................................................................................................................................................................................................................................................................................................................: , : ..... :..:.: ... waeted,C) �
..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
�
Deleted: ....0...............................................................................................................................................................................................................................................................................................................................................................................
...........................................................................................................................................................................................................................................................................................................................................................................................................................................................................
�t�
(As Revised 1111212025)
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i„il to h I� .W Illlililil to,,to Illlllo°� Illllld'� �of ilililiil I��iii i ... it ii I ililillll li �lo�d f,,� IIIIII� lililiili q/II
TABLE OF CONTENTS
CHAPTER 1: INTRODUCTION................................................................................................6
CHAPTER 2: AUTHORITY & DUTIES*******
A. Board of County Commissioners...............................................................................................6
Be County Administrator.................................................................................................................6
C. Purchasing and Administrative Oversight Office.....................................................................7
D. Requesting Department/Office..................................................................................................8
E. Delegation of Authority..............................................................................................................9
F. Purchasing Authority.................................................................................................................9
G. Signature Authority for Agreements************ a*********a a***********12
H. Local Preference......................................................................................................................13
I. Non-discrimination....................................................................................................................13
J. Payment Dispute Resolution.....................................................................................................13
CHAPTER 3: COMPETITIVE SOLICITATION PROCESS................................................15
A. Notice Inviting Competitive Solicitations...............................................................................1 S
Be Procedure for Competitive Solicitation.......... 000000000000 19
C. Tie Responses............................................................................................................................21
D. Rejection of Responses.............................................................................................................22
E. Waiver of Irregularities............................................................................................................22
F.Award of Contract....................................................................................................................22
G. Protest Procedure.....................................................................................................................23
CHAPTER 4: PURCHASE OF PROFESSIONAL SERVICES............................................23
A. Definition..................................................................................................................................23
Be Methods of Acquisition............................................................................................................24
C. Continuing Contracts...............................................................................................................24
CHAPTER 5: DESIGN/BUILD CONTRACTS ......................................................................26
A. Procedure.......................a a a 0 0 0 0 0 a 26
CHAPTER 6: CONTRACTS/AGREEMENTS.......................................................................28
A. Contract Review........................................................................................................................28
Be Requirements............................................................................................................................28
PIComputations............*000000000000000000000000000**so a****00000000000000000 a********a*00000000099
29
D. Exceptions....................*a a a a 0 0 0 0 0 so*** 29
E. Preference to Florida businesses (F.S. 287.084).....................................................................30
F. Preference to businesses with drug free workplace programs (F.S. 287.087).......................30
Id d 1 P III e
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i„il to h I� .W Illlililil to,,to Illlllo°� Illllld'� �of ilililiil I��iii i ... it ii I ililillll li �lo�d f,,� IIIIII� lililiili q/II
G. Change Orders.........................................................................................................................30
CHAPTER7: EXCLUSIONS.....................................................................................................3I
A. Sole Source...............................................................................................................................31
B. Emergency Purchases.....* 32
C. Cooperative Purchasing...........................................................................................................33
D. Previously Approved Projects..................................................................................................34
E. PiggJ'backing.............................................................................................................................34
CHAPTER 8: BLANKET PURCHASE ORDERS ..................................................................35
CHAPTER 9: MINORITY BUSINESS ENTERPRISE (MBE), SMALL BUSINESS &
DISADVANTAGED BUSINESSES...........................................................................................35
CHAPTER 10: PURCHASE OF INSURANCE .......................................................................36
CHAPTER 11: RECYCLED CONTENT PRODUCTS ..........................................................36
CHAPTER 12: SURPLUS ITEMS.............................................................................................36
CHAPTER 13: PURCHASING CARD POLICY....................................................................41
CHAPTER 14: FEDERAL FUNDING REQUIREMENTS....................................................41
A. Procurement Standards (2 C.F.R. �"200.318-200.326)..........................................................41
B. Competition Requirements.......................................................................................................43
C. Method of Procurement Requirements...................................................................................43
D. Contracting with Small and Minority Business, Women's Business Enterprises, and Labor
SurplusArea Firms.......................................................................................................................47
E. Contractual Considerations.....................................................................................................48
F. Construction Contract Considerations....................................................................................SO
G. Capital Expenditure.................................................................................................................SI
CHAPTER 15: PAYMENT CARD POLICY AND PROCEDURES.....................................53
ATTACHMENT A.Memorandum of Request for Competitive Solicitation.........................54
ATTACHMENT B. Notice of Request for Competitve Soliciation Sample...........................55
ATTACHMENT BJ.Approval to Isssue Addendum..............................................................56
ATTACHMENT B.2.Inventory Deletion Request...................................................................57
ATTACHMENT B.3. Computer Related Equipment Inventory Deletion Request..............58
ATTACHMENT BA.Fixed Asset Transfer Form....................................................................59
ATTACHMENT C.Purchasing Card Policy & Procedures ...................................................60
ATTACHMENT CA.Payment Card Policy & Procedures.....................................................79
ATTACHMENT D FORMS:
ATTACHMENT D.1. Monroe County Purchasing Authorazation Form...............................87
ATTACHMENT D.2. Monroe County Request to Purchase Form-THIS FORM IS NO LONGER USED..88
Id Is e d i',''1 0 w I P III e
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i„il to h I� .W Illlililil to,,to Illlllo°� Illllld'� �of ilililiil I��iii i ... it ii I ililillll li �lo�d f,,� IIIIII� lililiili q/II
ATTACHMENT D.3. Monroe County BOCC Audit Slip-THIS FORM IS NO LONGER USED.................89
ATTACHMENTD.4. Vendor File Request Form-THIS FORM IS NO LONGER USED..............................90
ATTACHMENT D.S. Contract Summary Form for Contracts $100,000.00 and Under.......91
ATTACHMENT D.6. Contract Renewal Form for Contracts $100,000.00 and Under.........92
ATTACHMENT D.7. Change Order Form................................................................................93
ATTACHMENT D.7a.Change Order Attachment...
ATTACHMENT D.8. Public Entity Crime Statement..............................................................95
ATTACHMENT D.9. Sworn Statement Under Ordinance No. 010-1990 Monroe County,Florida.96
ATTACHMENT D.10. Non-Collusion Affidavit........................................................................97
ATTACHMENT D.11. Drug-Free Workplace Form.................................................................98
ATTACHMENT D.12. Vendor Certification Regarding Scrutinized Companies List..........99
ATTACHMENT D.13. Affidavit Attesting to Noncoercive Conduct Labor or Services......100
.
Monroe County
Selection Committee Conflict of Interest/Confidentiality Certification
ATTACHMENTE FORMS ............................00.................................................................******104
ATTACHMENT E.1. Monroe County Procurement Form (purchase $10,000.00 and over)..105
ATTACHMENT E.2. Monroe County Procurement Form (purchase over$150,000.00).......107
ATTACHMENT E.3. Entity Checklist......................................................................................108
ATTACHMENT E.4. Disaster Request for Purchase..............................................................109
ATTACHMENT E.S. Disaster Audit Slip-THIS FORM IS NO LONGER USED..............................00000000000 110
Minority Owned Business Declaration....................................................................................111
APPENDIX A, 44 C.F.R. PART 18—Certification Regarding Lobbying............... 112
Exhibit A Sample 1--Notice of Intended Decision for Construction Bids ............................115
Exhibit A Sample 2--Notice of Intended Decision for RFPs & RFQs...................................116
Id w e d i',"1 I'lli, ' 1 P III e
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld'� ��of ilililiil I��iii i�� ��... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
MISSION STATEMENT
Office of Purchasing and Administrative Oversight
Our mission is to provide quality purchasing and contracting support to all county departments
and offices in
a timely, cost effective and professional manner. As purchasing professionals:
• We follow a strict Code of Ethics, avoiding the appearance of and preventing the
opportunity for favoritism.
• We seek to maximize the purchasing power of the public funds, while promoting fair and
open competition.
• We strive to create a work environment that demonstrates teamwork, respect, integrity and
honest communication.
CHAPTER 1: INTRODUCTION
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
Ordinances, most of which are codified in the Monroe County Code (MCC), most recently in
effect.
CHAPTER 2: AUTHORITY & DUTIES
A. Board of County Commissioners
The Procurement Policy Office consists of the Monroe County Board of County Commissioners which is
hereinafter referred to as the BOCC.
1. The BOCC shall decide all matters of policy including those referred to it by the Chief
Procurement Officer.
2. No contract for goods or services may be awarded without the approval of the BOCC,
unless authorized by MCC or this Policy.
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 Policy. 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.
Id d I P III e
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
2. The County Administrator has contract approval authority as set forth in Monroe County
Code Section 2-58
C. Office of Purchasing and Administrative Oversight
1. There is a Purchasing Office(also referred to as the Purchasing Department). The Director
of Purchasing and Administrative Oversight shall head the Purchasing Office 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 department/offices will be uniform whenever
consistent with operational goals and in the interest of efficiency or economy. The
Requesting Department/Office must justify in writing the need for a special type of
item.
b. Makes alternative suggestions to the Requesting Department/Office if requested
specifications would restrict competition or otherwise preclude the most economical
purchase of the required items. In case of disagreement as to the content of the
specifications, the County Administrator shall make the final determination.
c. Seeks purchases through State, Federal Agencies, Associations or other governmental
agencies if the Requesting Department/Office makes a request for same and such
purchases may be in the best interest of the County.
d. Reviews all Requisitions through the finance system. Upon review and approval of a
Requisition from the Requesting Department/Office, the Purchasing Office will issue
the purchase order. In the event of an irregularity or departure from Policy, the
purchase order will be referred to the Purchasing Director or County Administrator.
e. The Purchasing Office will post procurement opportunities on its electronic bidding
platform. In the event a department/office maintains a list of potential
bidders/proposers (with email address) that list should be provided to the Purchasing
Office for upload to the electronic bidding platform.
f Checks convicted/suspended vendor list prior to issuance of a bid tabulation.
g. Tabulates the responses to RFBs and submit the tabulation to the Requesting
Department/Office 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/Office. All other competitive solicitations responses received
will be listed and submitted to the Requesting Department/Office.
Id d I P III e
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
h. Reviews all requests for contracts for goods and services prior to submission to the
BOCC for review and execution.
i. Approves the use of "store accounts" set up with local vendors for the purpose of
purchasing items and paying for them at a later date.
D. Requesting Department/Office
1. Must submit a Requisition through the finance system to the Purchasing Office for all
purchases of goods and services that exceed $5,000.00.
2. Provides adequate description of needed items.
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.
4. Ensures that internal controls are present within the department/office that include, at a
minimum,that there are a minimum of two people involved in the initiation of the Request
to Purchase through the verification of receipt of goods or services with a person other than
the one who orders the item verifying receipt by signing the invoice, bill of lading or other
similar document. For goods that are purchased in any individual purchase order for which
the total dollar amount equals or exceeds $10,000, 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.
5. Secures P.O.'s on all purchases made during an emergency and must ensure that P.O.s are
signed by the required authority. Provides the E.O.C. with a list of P.O. numbers to be
utilized in the event that the normal County operations are closed.
6. The Requesting Department/Office must complete a Supplier Request in the finance
system and provide a "W-9" or "W-8" for foreign corporations. The Requesting
Department/Office is responsible for verifying that the new supplier is set up with the
correct supplier information 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. 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
contracted to perform work pursuant to a Task Order, the Task Order shall be considered
Id d 8
1 P III e
li,�.,.� ..."M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
an independent contract in relation to, but separate from, an existing principal contract
when determining the total cumulative value is more than of$100,000.00. Any Task Order
that is $100,000.00 or less 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 more than$100,000.00 must go to the
Board of County Commissioners as a Board agenda item for the Board's approval.
8. For those departments/offices in which the highest-ranking person is an Assistant Director,
approvals assigned to this position will be listed in the policy using that title. If there is
both a Director and Assistant Director, the approval listed in this policy belongs to the
Director only.
E. Delegation of Authority
Sub j ect to the limitations of these policies and any additional procedures imposed, the County
Administrator, Assistant County Administrator, or the Purchasing Director may delegate
purchasing authority when and where such action is deemed necessary. Delegation of signatory
authority for execution of contracts can only be authorized by the BOCC (per board action) or
County Administrator. Purchasing Authority differs from signatory authority as set forth in more
detail below.
F. Purchasing Authority
Purchasing Authority is defined as signature verification of original invoicing for receipt of the
ordered goods or services for payment by Purchase Order, 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/Office Directors, unless a designee is approved and authorized by the County
Administrator, Assistant County Administrators or Purchasing Director. The County
Administrator, Assistant County Administrators and Purchasing Director shall have
authority to approve requests to purchase up to and including $100,000.00. Directors shall
have authority to approve requests to purchase up to and including $34,999.99 without the
Administrator or Assistant Administrators' signatures, unless the Department/Office's
highest-ranking person is an Assistant Director, in which case, the Assistant County
Administrator will approve the requests to purchase. Requests for Purchasing Authority
are submitted using the Monroe County Purchasing Authorization Form(Attachment D.1),
Id d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
PURCHASING PURCHASING
LEVELS FOR WHAT TO DO? AUTHORITY WHO
TOTAL DOLLAR
AMOUNT APPROVES/PAYS)
$0.1 - $51000.00 Purchase Order not required. Director/Assistant
Director or
designees
$51000.01 - $91999.99 Requires the Requesting Department/Office Director/Assistant
to submit a Requisition in the finance system Director or designees
to Purchasing. Price reasonableness
documentation is required to be maintained
by the Requesting Department/Office.
$101000.00- $191999.99 Requires the Requesting Department/Office to Director/Assistant
submit a Requisition in the finance system Director or designee
along with two(2) or more price quotes which
can be in the form of written quotes from the
vendor/contractor, documented verbal quotes
received from the vendor/contractor, emailed
quotes from the vendor/contractor, or
documentation of pricing found on the internet.
$201000.00- $34,999.99 Requires the Requesting Department/Office Director authorized for
to submit a Requisition in the finance system purchases up to
along with two(2) or more price quotes $34,999.99. Designee
which can be in the form of written quotes allowed for purchases up
from the vendor/contractor, documented to $19,999.99 only. In
verbal quotes received from the the departments/offices
vendor/contractor, emailed quotes from the where the highest-ranking
vendor/contractor, or documentation of person is the Assistant
pricing found on the internet. Director,the Assistant
County Administrator
shall approve purchases at
this level.
$351000.00- $1001000.00 Requires the Requesting Department/Office County Administrator,
to submit a Requisition in the finance system Assistant County
along with two(2) or more price quotes
which can be in the form of written quotes Administrator or
from the vendor/contractor, documented Purchasing Director
verbal quotes received from the
vendor/contractor, emailed quotes from the
vendor/contractor, or documentation of
pricing found on the internet.
$10000.01 - $15000.00 BOCC prior approval required along with BOCC
three (3) or more written price quotes.
$150,000.01 and over Competitive Bid process BOCC prior approval BOCC
required. Governed by County ordinance, as
supplemented by the Purchasing Policy Manual.
I' wed' ,I(
R, II 1I �� II e0
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
2. If the County Administrator, Assistant County Administrator, or Purchasing Director
determines such to be in the County's best interests, the requirements for two or more
quotes or competitive solicitation may be required for purchasing goods or services at a
lower level of procurement requirements than shown in the chart. The Requesting
Department/Office 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/Office. When obtaining price quotes, the
Requesting Department/Office 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/Office's director's certification that his/her department/office has
made all efforts to comply with the Policy. If the Requesting Department/Office, 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/Office may certify in writing he/she has verified his/her department/offices's
diligence and effort to obtain the required price quotes, and represents to the Purchasing
Office that the department/office is otherwise justified in proceeding with the purchase.
3. A contract may not be split into multiple contracts for services, goods or public
improvement for the purposes of evading the requirements of this section. Where a
procurement of services, goods or public improvement are cyclical in nature or have to be
procured in phases, the Requesting Department/Office shall, to the maximum extent
practicable, contract for the full scope of the service, good or public improvement based
on an estimate of the full scope of service, good or public improvement anticipated to be
required at the time of bidding. For purposes of this section when consecutive multiple
contracts for services, goods or public improvement are issued because the full scope of
the service, good or public improvement are unknown or cannot be determined or is a
function of the funding source(e.g. grant funding is only available for a portion and further
grant funding is unknown) or as a result of other agency requirements (e.g. sewer
connection notices), such contracts shall not be considered as split and each contract shall
stand alone for purposes of purchasing level classification.
4. The following purchase thresholds shall be applied to all purchases based on the cumulative
value of the purchase regardless of whether the purchase is a one-time, one event,purchase
or a recurring, multiple event purchase which may exceed a 12-month period.
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 Office 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.
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
G. Signature Authority for Agreements
Signature Authority is defined as authority to execute agreements/contracts or leases where the
total cumulative value is $100,000.00 or less. 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 $100,000.00 or less. When the County
Administrator appoints a designee,it shall be done in the form of a written memo signed or initialed
by the County Administrator and sent to the Clerk of Court and shall identify the date or dates in
which the designee is authorized to act on the County Administrator's behalf. If the delegation of
authority is for more than 30 consecutive calendar days, the County Administrator shall issue an
updated memo on a quarterly basis. If the County Administrator authorizes a person to act as a
designee, such person shall comply with Section 112.3145, Florida Statutes and the financial
disclosure requirements set forth therein.
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 proj ect(s); there are adequate funds to cover the expense; and the funding
source is appropriate for the expenditure. The Requesting Department/Office shall provide a
completed Contract Summary Form for contracts P 00,000.00 and Under (See Attachment D.S.)
to the County Administrator along with the contract/agreement or lease to be considered for
execution by the County Administrator.
All contracts/agreements or leases will be in a form approved by the County Attorney's Office
prior to execution. The County Attorney may require approval or ratification of an agreement by
the BOCC.
All executed agreements/contracts or leases must be furnished to the Clerk for record keeping and
retention purposes.
Contract amendments/contract extensions: Contract amendments which provide for the
alteration of specifications, extensions of delivery dates and performance time or similar
provisions of a contract without changing the scope of the project, may be approved by the County
Administrator (or his designee) if the total cumulative value of the contract including the
amendment is $100,000.00 and under.
Contract Extensions: The County Administrator (or his designee) shall have the authority to
execute extension(s) that do not exceed six months (cumulatively) of previously approved
contracts. If the extension is for more than six(6) months, then the extension must be approved by
the BOCC.
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:
bpi Is e d ���I'lli, w I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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
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/Office shall provide a completed Contract
Renewal Form for contracts $100,000.00 and Under (See Attachment D.6) in addition to the
County Summary Form for contracts $100,000.00 and under (See Attachment D.S) to the County
Administrator along with the renewal agreement to be considered for execution by the County
Administrator.
Renewals that fail to meet one or more of the conditions set forth herein will require the approval
of the BOCC.
Consent to Assignments: Interlocal Agreements (ILA) or Memorandum of Understandings
(MOU): The BOCC shall approve all assignments of contract(s), and ILAs or MOUs with a Public
Agency as defined in F.S. 163.01.
H. Local Preference
It is the policy of Monroe County to provide a local preference in competitive bidding and in
obtaining price quotes when required by this Policy. The intent and justification for providing a
local preference is set forth in Section 2-349 of the Monroe County Code. A local business, as
defined in Section 2-349, may also be given a preference of five percent (5%) in obtaining price
quotes when pricing is the major consideration and when price quotes are required by this Policy.
L Non-discrimination
It is the policy of Monroe County to provide equal opportunity to all qualified persons in gaining
entry to do business with the County. To help achieve an optimum level of competitiveness,
Monroe County does not discriminate on the basis of race,color, sex,national origin,religion, age,
ancestry, sexual orientation, gender identity or expression, familial status or disability in its
purchase of goods and services.
J. Payment Dispute Resolution
The purpose of this procedure is to ensure the prompt review and payment of all vendor invoices
and if a dispute arises regarding a vendor invoice, a procedure for the prompt resolution of the
dispute. Payment of invoices for work performed for Monroe County Board of County
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
bpi d 13 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
the County's nonpayment of a payment request or invoice when there is no specific dispute resolution procedure
prescribed in the contract.
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:
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/Office 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/Office which will initiate the payment timeline of a Proper Invoice.
a. Requesting Department/Office for this purpose is defined as the County
department/office 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/Office. The Requesting Department/Office 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/Office shall assign a representative who shall act as a "Dispute Manager" to
resolve the issue at departmental level.
3. The Dispute Manager shall investigate the dispute and document the steps taken to resolve
the issue. The Dispute Manager should, as part of his or her investigation, ascertain if the
work, for which the payment request or invoice has been submitted, was performed to
Monroe County's satisfaction and duly accepted by the Proper Authority. Proper Authority
for this purpose is defined as the Monroe County representative who is designated as the
approving authority for the work performed in the contractual document.
4. Dispute resolution procedures shall be commenced no later than thirty (30) 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 furnish a written determination to the vendor.
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 request or invoice was received by Monroe County.
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 County of the failure to timely commence its dispute resolution procedure. If the
County fails to commence the dispute resolution process within 4 business days after such
notice, any amount resolved in the contractor's favor shall bear mandatory interest, as set
forth in sec. 218.73 5(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 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. 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 more than$150,000.00 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/Office 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.
A. Notice Inviting Competitive Solicitations
1. Specifications: The Requesting Department/Office must prepare competitive solicitation
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 Solicitation specifications should be written broadly enough to encourage a
broad range of responses. Competitive solicitation specifications should not be written to
steer prospective responders toward the competitive solicitation or "rig" the competitive
solicitation for any one particular vendor. All responders shall submit a minimum of one
bpi d 15 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
(1) digitally signed original for retention by the Purchasing Office. If the Requesting
Department/Office 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.
It is the responsibility of the Requesting Department/Office 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 current Monroe County Purchasing Policy Manual.
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 on its
electronic bidding platform for posting and electronic distribution.
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/Office 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 the necessary changes or return the competitive solicitation and Memorandum
to the Requesting Department/Office 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/Office
of approval of the competitive solicitation by the reviewing attorney electronically. It is the
responsibility of the Requesting Department/Office 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
Attorney's Office will prepare and transmit the Notice inviting competitive solicitation for
publication one time in the Key West Citizen, as the local newspaper qualifying under
Florida Statutes Chapter 50.031, and, per BOCC direction one time in the Lower Keys
(News Barometer), Middle Keys and Upper Keys (Keys Weekly) area newspapers. The
Notice of competitive solicitation shall also be posted to the County's website. Sample
Notice of Request for Competitive Solicitation is attached as Attachment B.
bpi d w I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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/Office. It is the responsibility of the
Requesting Department/Office to email purchasinggmonroecounty-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 the electronic
bidding platform prior to first publication of the Notice in the newspapers.
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
onto the electronic bidding platform 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 the electronic bidding platform 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 more than $150,000.00 but less than $500,000 must be publicly advertised in a
newspaper of general circulation in the county, on a date that is no later than 21 days
(excluding the publication date) before the date established for the competitive
solicitation opening and that is no later than five days before any pre-bid conference or
pre-proposal conference.
b. The competitive solicitations for services, goods or public works, that are projected to
cost $500,000 or more 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.
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
Attachment B.
All competitive solicitations received must remain valid for a minimum period of ninety
(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
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 Proi ects.
Each bid to a competitive solicitation for a construction project estimated to be$200,000.00
or more must be accompanied by a good faith bid security in an amount equal to five
percent (5%) of the bid price, by way of a bid bond from a surety insurer authorized to do
business in Florida as a surety or any method permitted in Section 255.051,Florida Statutes
and as amended, pursuant to Monroe County Code Section 2-347(i). If the security is in
the form of a check or draft,it shall be made payable to Monroe County BOCC. The County
Administrator or his designee shall have discretion to require a good faith bid security for
construction projects estimated to be less than $200,000.00. A construction project may
not be divided into subparts to avoid the requirement of the bid security.
Water System or Sewer Improvements.
Each bid to a competitive solicitation for construction of water system improvements or
sewer improvements shall comply with sections 153.10(3)and(4),Florida Statutes and as
amended.
Bid Security Forfeiture and Return.
Bid securities may remain in the custody of the Purchasing Office for up to 90 days from
the bid opening date or until forfeited or released. The bid security of the successful bidder
shall be returned to the bidder after(a)the bidder executes the contract (b) delivers a good
and sufficient performance bond,payment bond and required proof of insurance as may be
required in the contract documents and(c) commences performance of the contract. If after
the BOCC accepts the bid to a competitive solicitation the successful bidder refuses or is
unable to execute the contract,to provide the required contract bonds or proof of insurance,
or commence performance, then the bid security will be forfeited to, and become the
property of, the county as liquated damages for the county's loss of bargain.
The bid security of unsuccessful bidders may be returned to the bidder when the award of
bid is made and the successful bidder executes the contract, or if all bids have been rejected.
Bid securities in the County's possession for more than 90 days from the bid opening date
shall be returned to unsuccessful bidders in accordance with Monroe County Code Section
2-347(i).
Bidders may withdraw their bid and request, in writing, an earlier return of their bid
security under the conditions set forth in Monroe County Code Section 2-347(i)(1);
however, this action removes the bidder from further consideration should the lower
bidders decline the award or withdraw their bids.
6. Addenda:An addendum to a specification shall be defined as an addition or change in the
already prepared specifications for which an invitation has been mailed for formal
quotations or an announcement has been posted for competitive solicitation.
bpi d 18 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
a. All Addenda must be approved by both legal and the Requesting Department/Office
prior to submission to the Purchasing for posting on the electronic bidding platform.
An Approval to Issue Addendum Form (See Attachment B.1) must be originally
executed by the reviewing attorney and the Director of the Requesting
Department/Office. 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 or change to the specifications.
Addenda must be posted and available for viewing on the electronic biding platform
no later than five (5) business days prior to the advertised opening (not counting the
day of the opening) and/or in compliance with any other applicable requirements
unique to each competitive solicitation.
b. 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/Office. The issuance of a written addendum is the only official method
whereby interpretation, clarification or additional information can be given. If any
addenda are issued, Monroe County will attempt to notify all prospective responders
who have secured the same.
B. Procedure for Competitive Solicitation
1. All public notices calling for competitive solicitation bids,proposals,or replies will include
a notification of the date, time and place that the responses will be accepted and opened.
Any and all responses received after the time and date of acceptance will not be considered.
2. All responses shall be opened by the Purchasing Office in accordance with the Notice of
Competitive Solicitation. The Purchasing Office will tabulate results and provide the
results to the Requesting Department/Office 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 and shall 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
attendance log, scoring sheet(s) and ranking sheet(s); and related competitive solicitation
documentation pursuant to the Florida Department of State General Records Schedule
GS 1-SL for State and Local Government Agencies, applicable local and statutory
regulations and any other regulations that may apply.
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
5. All Respondents submitting responses for construction,improvement,remodeling or repair
of public buildings, will furnish evidence that they hold the required and/or appropriate
current certificate or registration per Ch. 489.131 F.S. unless exempt under Ch. 489.103
F.S.
6. As applicable, the Requesting Department/Office shall follow the provisions of F.S.
255.20, as amended, relating to the construction or improvement of a public building or
structure or other public construction works.
7. 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.
8. A comprehensive review of the responses will be conducted by the Requesting
Department/Office. The Purchasing Office will prepare a tabulation of the competitive
solicitation opening and certify whether or not any of the respondents that have submitted
a response appears on the State of Florida Convicted or Suspended Vendor list.
9. The Requesting Department/Office shall review the information submitted pursuant to
MCC Section 2-347(h) in determining a responsible responder. The Director/Assistant
Director of the Requesting Department/Office may consult with the County Attorney or
other departments/offices to assist with the evaluation or investigation of this information.
a. The Requesting Department/Office may use a selection committee appointed by the
Director/Assistant 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/Office and at least one member who is not employed by the
Requesting Department/Office. Depending on the extent of technical information that
may be contained in any solicitation, the Director/Assistant Director may appoint
several members from his department/office,but no more than 2/3 of the members may
be from the same department/office. 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/Office.
If the issue(s) involve any other government agency, or involves a matter that may benefit
from having a member with a specialized expertise or knowledge, the Director or BOCC
may appoint someone from an affected agency or an individual that has specialized
expertise or knowledge to be on the committee.
bpi d 20 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
All selection committee members shall complete a Conflict of Interest/Confidentiality
Certification Form (Attached hereto as Attachment D.14) prior to the selection committee
meeting. The Requesting Department/Office shall provide the Conflict of
Interest/Confidentiality Certification Forms to the Purchasing Office.
b. Should a selection committee be formed, the following documents must be sent to the
Purchasing Office in electronic format:
(1) Attendance Log for Selection Committee meetings held
(2) Individual score sheets for each committee member
(3) Ranking sheet that documents all of the scores for each Respondent, by
committee member
c. A copy of the Notice of Intended Decision (Samples are attached as Exhibit A) or
similar document must be sent to the Purchasing Office to be posted on the electronic
bidding platform.
10. A BOCC meeting agenda item shall be prepared by the Requesting Department/Office 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.
11. Upon approval by the County Administrator, the response(s) will be submitted for BOCC
consideration on a future regular meeting agenda (within sixty (60) calendar days of
selection) for BOCC approval of an award. A copy of the agenda item seeking approval of
an award shall be sent to the Purchasing Office via e-mail.
12. The County Administrator and/or appropriate Director will be responsible for presenting
recommendations to the BOCC.
13. Once the BOCC has made a decision, the Requesting 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.
14. 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.
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.
bpi Is e d 1 I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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;
a. to amend the project specifications and re-advertise the competitive solicitation or
b. to reduce the scope of the project and negotiate a contract for a portion of the project
specifications with the lowest responsive bidder and re-advertise a competitive
solicitation for the remaining work when, and if, funding becomes available.
3. If no response is received, the BOCC may be requested to authorize the County
Administrator to undertake a different level of competitive selection, including but not
limited to a request for letters of interest, and, upon receipt of any response to get approval
from the BOCC to proceed with a second mechanism, which may include direct
negotiations to purchase the item/service. The BOCC would then consider the results of
said negotiations and determine whether acquisition of these goods or services at the
negotiated price would be in the County's best interest, and if so, authorize the requisition.
4. Late responses. Any and all responses received after the time and date of acceptance will
not be accepted.
E. Waiver of Irregularities
The BOCC shall have the authority to waive any and all irregularities in any and all formal bids,
proposals or other responses to competitive solicitation requests.
F. Award of Contract
The Mayor, when authorized by majority vote of the BOCC, shall execute formal contracts valued
at more than $100,000.00 having a binding effect upon the County. The board of county
commissioners' determination as to the following is discretionary with the board and is final:
whether a bid is the lowest in price,based upon the same criteria set forth in subsection 2-347(i)(3)
of the Monroe County Code;whether a proposal is the highest ranked,with price as a consideration
when applicable; whether a bid variation from the county's specification is slight and immaterial
or substantial and material; and whether a response is submitted by a responsive responsible
bidder, as defined in the Monroe County Code.
The board of county commissioners at all times reserves the right to waive variations from the
specifications that do not render a bid nonconforming, to reject all competitive solicitations, re-
advertise for competitive solicitations, or to abandon any project,purchase of goods, or request for
competitive solicitations.
bpi d 22 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 greater, after the posting of the notice of decision or intended decision on the electronic bidding
platform 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 BOCC's meeting date in which the
award of contract by the BOCC 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) 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.
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
A. Definition
A professional service shall be defined as assistance obtained in support of County operations from
an independent contractor in one or more of the following professional fields:
1. Appraisal Services -real and personal property appraisers (as per Chapter 125.355, F.S.).
2. Architecture,professional engineering,landscape architecture,or registered land surveying
services (as per Chapter 287.055, F.S.).
3. Audit and Accounting Services - auditors and accountants (excepting the selection of the
annual auditor which shall be conducted as per Chapter 11.45, F.S.).
4. Consultants -planning, management, technological or scientific advisors.
5. Financial Services - bond counsel, rating and underwriting, financial advisor, and
investment services.
6. Legal Services - attorneys and legal professionals authorized by the Office of the County
Attorney, including expert witnesses, conflict counsel, Division of Administrative
Hearings (DOAH) services, lobbying services, investigative services, interpreter services,
bpi d 23 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
court reporting services or advertising services and any other services required by the
Office of the County Attorney.
7. Medical Services - medicine, psychiatry, dental, hospital, and other health professionals.
B. Methods of Acquisition
Because differences in price may only be a minor concern compared to qualitative considerations,
professional services may be exempted by the BOCC from the competitive bidding process. When
purchasing professional services below$150,000.00, obtaining price quotes as set forth in Chapter
2 of this policy is strongly recommended,but are not required. The Requesting Department/Office
should document why price quotes are not provided. The County Administrator may require
competitive solicitation in the form of an RFQ or RFP.
Professional services, subject to the competitive solicitation process, will be typically acquired
through one of the following methods:
1. Competitive Selection and Negotiation - per Chapter 287.055, (4) & (5) F.S. Consultants
Competitive Negotiations Act ("CCNA").
2. Request for Qualifications (RFQ).
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.
b. The County will negotiate a contract with the firm selected by the BOCC as the highest
ranked firm/individual.
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
request of the County Administrator or County Attorney.
C. Continuing Contracts
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 Seven Million five hundred and 00/100
($7,500,000.00)Dollars, as adjusted annually by the Florida Department of Management Services
based upon the Consumer Price Index(CPI) and published on its website, or for a study activity if
the fee for professional services for each individual study under the contract does not exceed Five
Hundred Thousand and 00/100 ($500,000.00)Dollars, or for work of a specified nature as outlined
bpi d 24 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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.
Competitive Selection of contractors for continuing contracts:
Continuing contracts shall be chosen by the competitive selection process. During the selection
process, a selection committee shall rank the professional service contractors. The Board of County
Commissioners shall approve the award of each contract for a general continuing contract.The number
of contractors to be chosen shall be at the discretion of the Board of County Commissioners.
Award of individual contracts to contractors:
1. Separate contracts or task orders for each individual project shall be awarded among the
contractors who have been awarded a general continuing contract.
2. Separate contracts or task orders for each individual project shall be approved by the Board
of County Commissioners when required under the purchasing policy.
3. The separate contracts or task orders for each individual project shall be awarded on a
rotating basis beginning with the top ranked professional service contractor and continuing
to the next contractor in ranked order.
4. When the County has identified an appropriate project, County staff shall consult with the
next ranked contractor in rotation and shall negotiate the terms of a contract for the specific
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
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/Office documenting any one of the
following reasons:
a. If the next ranked contractor is not available within the time required by the County for
an upcoming project, the contract may be awarded to the next contractor in rotation
who is available; or
b. If a project requires a particular skill set or expertise which, in the discretion of the
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
regardless of rank order; or
c. If the next ranked contractor has been awarded and is currently working on other
County projects, the contract may be awarded to the next contractor in rotation who is
not currently engaged or working on other County projects.
bpi d 25 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
d. In case of emergency,the County is not required to follow the order of rotation in order
to accomplish the necessities of the situation. For purposes of this policy, emergency
shall be defined as in the Monroe County Code at Section 2-347 (k) (1).
e. When a contractor is not awarded a contract due to the reasons stated herein, that
contractor shall be given the next project in rotation for which he is available and
possesses the requisite expertise.
6. It is the intent of the Board of County Commissioners that the contracts be ranked and
rotated in order of ranking so that the award of contracts are distributed among the
contractors and no particular contractor shall be given a contract out of order except for the
reasons stated above.
7. The Requesting Department/Office shall document and provide an explanation (in the
agenda item, Department/Office Report or other reasonable method) to the Board of
County Commissioners when a contract or task order is more than $100,000 and to be
awarded out of the ranked order of rotation.
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
287.0551 F.S. and the procedures set forth in this section.
2. For the purpose of this section, the following definitions shall apply:
a. A "design/build firm"means a partnership, corporation, or other legal entity which is:
(1) Certified under Chapter 489.119, F.S., to engage in contracting through a
certified or registered building contractor as the qualifying agent: and;
(2) Qualified under Chapter 471.023, F.S., to practice or to offer to practice
engineering; certified under Chapter 481.219 F.S., to practice or to offer to
practice architecture; or certified under Chapter 481.319 F.S., to practice or to
offer to practice landscape architecture.
b. A "design/build contract" means a single contract with a design build firm for the
design and construction of a public construction project.
c. A "design criteria package" means concise performance-oriented drawings or
specifications of the public construction project. The purpose of the design criteria
package is to furnish sufficient information so as to permit design-build firms to prepare
a bid or a response to a department/office request for proposal, or to permit a
department/office to enter into negotiated design-build contract. The design criteria
package shall specify such performance-based criteria for the public construction
project, including, but not limited to, the legal description of the site, survey
bpi d 26 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
information concerning the site interior space requirements,material quality standards,
schematic layouts and conceptual design criteria of the project, cost or budget
estimates, design and construction schedules, site development requirements,
provisions for utilities, storm water retention and disposal, and parking requirements,
as may be applicable to the project.
d. A "design criteria professional" means a firm that holds a current certificate of
registration under Chapter 481 F.S. to practice architecture or landscape architecture or
a firm who holds a current certificate as a registered engineer under Section 471 F.S.
to practice engineering and provide professional architect services, landscape architect
services, or engineering services in connection with the preparation of the design
criteria package.
3. The design criteria package shall be prepared and sealed by a design criteria professional
employed or retained by the BOCC. If the BOCC elects to enter into a professional services
contract for the preparation of the design criteria package, then the design criteria
professional shall be selected and contracted with in accordance with the requirements of
Chapter 287.055 F.S. The design criteria services of a firm under continuing contract may
also be utilized if the project construction costs are estimated not to exceed $2 million and
provisions for design criteria services are included within or added to such contracts. All
solicitations for professional services to prepare a design criteria package(s) shall inform
the recipient firms of the following information:
a. A description of the project;
b. The work to be performed;
c. Written notification that the design criteria professional who has been selected to
prepare the design criteria package shall not be eligible to render services under a
design-build contract executed pursuant to the design criteria package.
4. Upon completion of the Design Criteria Package, procurements of Design/Build services
shall be processed in a manner consistent with Chapter 3 Competitive Solicitation Process.
5. The BOCC may appoint, direct and empower a technically qualified screening committee
to review, analyze, evaluate and rank/rate the applicable Design/Build proposals and report
their findings and recommendations back to the BOCC for consideration and contract
award.
6. The BOCC may declare a public emergency, where appropriate and authorize the using
Department/Office 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/Office may use a process established by statute and authorized by the BOCC,
however, for all design/build competitive selection documents the following shall apply:
bpi d w 7 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
a. Proposals must consist of a technical proposal and a price proposal. The two proposals
must be segmented into separate sealed packages and clearly marked
(1) The technical proposal must include all the information requested in
response to the scope of services described in the design criteria package.
(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.
CHAPTER 6: CONTRACTS/AGREEMENTS/PURCHSE ORDERS
A. Contract Review
1. All contracts, leases and/or agreements of more than $100,000.00 shall be reviewed by
Risk Management,Purchasing, OMB,the appropriate Director/Assistant 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/Office.
2. The Department/Office Director/Assistant Director of an approved contract/agreement
shall designate a Contract Manager who shall be responsible for enforcing performance of
said contract/agreement terms and conditions.
B. Requirements
1.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,proposals, or replies 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."
bpi d 28
1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
3.Ethics Clause (Attachment D.9): Each contract/agreement entered into by the County shall
contain in accordance with Section 5 (b) Monroe County Ordinance No. 010-1990 the
following ethics clause; "(Person or business entity) warrants that he/it had not employed,
retained or otherwise had act on his/its behalf any former County officer or employee subject
to the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or employee
in violation of Section 3 of Ordinance No. 020-1990.For breach or violation of this provision
the County may, in its discretion, terminate this contract without liability and may also, in
its discretion, deduct from the contract or purchase price, or otherwise recover the full
amount of any fee, commission,percentage, gift, or consideration paid to the former County
officer or employee."
4.Non-Collusion Statement (Attachment D.10): Each bid shall contain the appropriately
worded non-collusion certification.
5.Drug Free Workplace (Attachment D.11): Each bid shall contain an executed "Drug Free
Workplace" form.
6.Vendor Certification Regarding iding Scrutinized Companies List (Attachment D.12): Each bid
shall contain this certification.
7.Affidavit Attesting to Noncoercive Conduct for Labor or Services (Attachment D.13): Each
bid shall contain this certification.
C. CPI Computation
A multi-year contract/agreement amount agreed to herein may be adjusted annually in accordance
with the percentage change in the Consumer Price Index for all urban consumers (CPI-U), for the
year ending December 31 of the previous year.
D. Exceptions
1.There are certain expenditures for which the processing of a purchase order is unnecessary.
The following should be made without purchase orders, but utilizing another process in the
finance system as indicated below:
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.
c. Purchases made using a Purchasing Card.
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.
bpi d 29 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
a. All radio communications service and equipment - including but not limited to two-
way personnel and vehicle radios, beepers, etc. Monroe County Administrative
Instruction#5511.
b. All telephone systems, lines, services, equipment and audit costs for same. Monroe
County Administrative Instruction#4401.
c. All computers and or data communications hardware, software, product and services.
Monroe County Administrative Instruction#4401.
d. All travel shall be approved and/or regulated by the Monroe County Administrative
Instruction#4716.
e. All purchase of vehicles, rolling equipment or emergency generators (excluding fire
trucks and ambulances) shall conform to Monroe County Administrative Instruction
#6402.
E. Preference to Florida businesses (F.S. 287.084)
When required to make purchases of personal property through competitive solicitation and the
lowest responsible and responsive response is a vendor whose principal place of business is in the
State of Florida,then the County may award a preference to the lowest responsible and responsive
vendor having a principal place of business within the State of Florida. However, this section does
not apply to transportation projects for which federal aid funds are available.
F. Preference to businesses with drug-free workplace programs (F.S. 287.087)
Whenever two or more responses that are equal with respect to price, quality, and service are
received by the County for the procurement of commodities or contractual services, a response
received from a business that certifies that it has implemented a drug-free workplace program shall
be given preference in the award process.
G. Change Orders
1.Whenever there is a change to a construction contract or professional services contract or
task order, a Change Order must be prepared (see Attachment D.7 and D.7a) explaining the
revision. A change to a construction contract or professional services contract or task order
modifies the agreement and work and includes changing the original contract price and/or
extending the date of substantial completion of the subject project or final date that the
professional service must be completed or performed.
2.The County Administrator has the final approval and authority for execution of a Change
Order provided the Change Order for a given project or service does not exceed$100,000.00,
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.
bpi d 30 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
3.Before the County Administrator executes a Change Order described in the above item G.2.,
he must first notify the members of the Board of County Commissioners of his intent to do
so at least 24 hours before executing it. The County Administrator has the authority,without
notifying the Board of County Commissioners, to approve a Change Order to alter the
substantial completion date by up to six (6) months provided that it does not change the
contract amount.
4.A report must be provided at each monthly County Commission meeting listing the Change
Orders approved by the County Administrator during the prior month and the reasons for
those Change Orders.
5.Any Change Order which exceeds the amount approvable by the County Administrator as
described in the above item G.2. must be approved by the Board of County Commissioners.
6.All Change Orders must be approved prior to any commencement of work.
a. Pursuant to F.S. 218.755, if the County receives from its Contractor a price quote for a
change order issued by the County, and the price quote conforms to all statutory
requirements and contractual requirements for the project, the County must approve or
deny the price quote and send written notice of that decision to the Contractor within
35 days after receipt of such quote. Any denial notice must specify the alleged
deficiencies in the price quote and the actions necessary to remedy those deficiencies.
CHAPTER 7: EXCLUSIONS
A. Sole Source
Purchase of commodities and services from a single source may be exempted from formal
competition or price quote requirements under the following conditions:
1. The Purchasing Office must in all cases evaluate the request for such commodity, service
or 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 shall be authorized, after initial sole source certification, to make additional
purchases from a sole source vendor for not more than one year or until such time as
contrary evidence is presented regarding sole source eligibility, whichever period is less.
2. There must be a documented determination from the Requesting Department/Office or
person that there is no other source readily available prior to the initiation of the sole source
procurement.
a. The Requesting Department/Office 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/Office's counterpart
in other Florida counties as well as to entities listed in the County's vendor list and the
bpi Is e d 1 I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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.
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/Office shall provide written
justification as to the sole source nature of the procurement.
c. The Requesting Department/Office will submit this documentation and request for sole
source provider to the Purchasing Office for review. Once approved by the Purchasing
Office and upon approval from the BOCC, County Administrator, or Purchasing
Director that the proposed provider is a sole source provider, the Requesting
Department/Office may proceed with the procurement process.
B. Emergency Purchases
The term"emergency" is as defined in Section 2-347(k)(1) of the Monroe County Code.
Purchase of commodities and services in the event of a public emergency may be obtained under
the following conditions:
1. The public emergency for the requirements will not permit a delay resulting from
competitive solicitation.
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 $100,000.00 or less,
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 exceeds $100,000.00, the
purchase may be approved by the Mayor, or if the Mayor is not available then the
Mayor Pro Tem, or if the Mayor and the Mayor Pro Tem are not available then County
Commissioners in order of priority based on longest consecutive tenure on the Board
of County Commission,but the purchase must be ratified after-the-fact by the Board of
County Commissioners at the next practicable meeting of the BOCC.
3. With respect to an emergency as defined in Section 2-347(k)(1) d. of the Monroe County
Code,the purchase may be approved up to the spending levels outlined in Chapter 2 of this
Manual, including the requirement to obtain competitive price quotes, where necessary.
bpi d 32 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
4. Where the purchase of goods or services requires a contract where the cumulative total
value per fiscal year is more than $100,000.00, 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/Office Director/Assistant
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.
6. Authorization Outside of Normal Business Hours. A Director/Assistant 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 $100,000 and less shall be approved by the County Administrator
after-the- fact. All emergency purchases exceeding $100,000.00 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 Purchasing Director at the authorized
level of authority. Any waiver of competition in a specific instance shall not serve to waive
competition of future purchases of a similar or exact nature.
Emergency purchases are to be used only when unforeseen circumstances occur. The
Purchasing Office shall make the determination of whether an emergency exists.
C. Cooperative Purchasing
1. State and Federal Contracts. Purchases more than $150,000.00 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/Office, 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 may either be awarded to that vendor, or competitive solicitation may be
issued by the Requesting Department/Office. The purchase of the goods or services sought
may be made through the existing contract if none of the other vendors contacted by the
Requesting Department/Office 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
bpi d 33 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Department/Office's information or documentation. If the purchase is below the
competitive bidding threshold of $150,000.01, price quotes are not required by the
Requesting Department/Office unless directed by the Purchasing Director or County
Administrator.
2. Other Public Procurement Units. Requesting Department/Offices are authorized to
purchase goods and services from cooperative purchasing ventures 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 Office is also authorized to enter into joint ventures with other local
governments in order to create purchasing cooperatives and promote efficient purchases.
D. Previously Approved Projects
Once the BOCC has approved a project, concept, and/or specific capital budget item, which
includes maintenance to County buildings and equipment, including repairs, janitorial services
etc., subsequent additional, redundant approval by the BOCC is specifically not required for
advertisements, Requests for Qualifications (RFQs) or Request for Bids (RFB's), Request for
Proposals (RFPs)or replies (BOCC action 5-26-93,Page 93/254#1). When repairs are needed due
to an emergency event (such as a hurricane) and obtaining BOCC approval will delay procuring
the goods or services needed for the necessary repairs, the County Administrator or Assistant
County Administrator can authorize the advertisement of the competitive solicitation until the
BOCC can approve the project or concept at the next practicable BOCC meeting.
E. Piggybacking
The County has the option to "piggyback" on another governmental entities' or not for profit
association's competitively awarded bid to take advantage of the pricing received:
1. The Requesting Department/Office must first verify specifications and award information
and receive permission from both the entity and the vendor to piggyback or when
permission is not attainable, that there is no known objection or prohibition to piggyback.
2. Piggyback purchases more than $150,000.00 are not subject to the competitive solicitation
process. However, before any purchase is made through an existing contract, the
Requesting Department/Office, 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 may either be
awarded to that vendor, or a competitive solicitation may be issued by the Requesting
Department/Office. 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
bpi d 34 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Department/Office offered the goods or services at a price lower than the price of the
existing contract. The Purchasing Manager will review and verify the Requesting
Department/Office's information or documentation.
3. Conversely, Monroe County will allow other governmental entities to piggyback on
Monroe County's quotes when requested.
4. Please note the term "piggyback" only applies when the items(s) or services(s) being
purchased are similar or substantially similar as the original award.
CHAPTER 8: BLANKET PURCHASE ORDERS
A Blanket Purchase Order (BPO) is a simplified method of filling anticipated repetitive
requirements for supplies or services with qualified vendors during a specified period (not to
exceed 12 months or one (1) fiscal year whichever is less). BPOs are designed to reduce
administrative costs by eliminating the need of issuing individual written purchase orders and can
be requested in an amount not to exceed $100,000.00.
BPOs are issued when there are repetitive needs for specific items or services and when the exact
quantities and delivery requirements are not known in advance and may vary. A purchase
requisition containing (1) description of the required items or services, (2) specified period, and
(3) estimated quantities for the specified period, is required to get a pre-priced BPO.
BPOs cannot be issued without a maximum dollar amount. A BPO shall be authorized by the
Director/Assistant 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/Office having project management/oversight responsibilities, should
develop an acceptable plan to utilize and afford opportunities to minority, small and disadvantaged
firms. This plan may include:
1. Separate percentage goals for using small, minority and disadvantaged businesses.
2. Name of an individual employed or retained who will administer the firm's subcontracting
program.
3. Description of efforts to be made to ensure such firms have an equitable opportunity to
compete for subcontracts.
4. Assurance that federally funded contracts comply with the provisions contained therein.
bpi d 35 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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.
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 $150,000 or less, 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$150,000.00,the County Administrator should
authorize the purchase and report to the Monroe County BOCC the purchase of the premiums. It
is understood that since the cost of builder's risk policies are included in the overall budget for the
project, the cost of premiums will be paid from the funding source for that project which are
generally approved by the BOCC as part of the budget process.
The purchase of insurance which is exclusive, due to the unique terms and conditions and/or the
detailed coverage required by the County, may also be exempt from competitive bidding
procedures pursuant to Section 2-347(e)(5)(g.). Risk should document the reason(s) for the policy
being exempt from the competitive bidding procedures. When premiums exceed$150,000.00, 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.
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/office 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.
bpi d 36 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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
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/office
responsible for their contract, which in turn shall forward the reports to the Clerk of the Court,
Property Clerk.
A. Each using agency shall assign a person who will be primarily responsible for maintaining
the fixed assets of the Department or Office ("Property Custodian").
B. Classification of Surplus Property:
1. Property may be designated as surplus by the using agency for any of the following
reasons:
a It becomes inoperable and cannot be repaired;
b. It is more economical to replace the asset than to repair it;
e Property becomes obsolete;
d The department or office no longer has need of the item; or
e It is scheduled for replacement as a matter of policy.
2. All property that is declared surplus shall be designated into one of four(4) categories:
a Vehicles;
b. Property with a historical purchase value equal to or greater than $1,000 (fixed
asset, with property ID#);
e Property with a historical purchase value less than $1,000 (non-fixed asset, no
property ID#);
d Computers, computer-related, and telecommunication equipment.
3. After the property has been placed into a specific category the following procedures
will be used for disposition:
a. 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.
(1) Required forms to initiate the competitive solicitation/public auction of
surplus property: The Property Custodian within the using agency is
responsible for preparing and submitting an Inventory Deletion Request
bpi d 37 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Form (See Attachment B.2.), executed by the Property Custodian and the
Director of the using agency, to the Property Inventory Clerk. For
computer related equipment valued over $1,000, the Property Custodian
in the using agency is responsible for preparing and submitting the required
Computer Related Equipment Inventory Deletion Request Form (See
Attachment B.3). The Information Technology Department/Office 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).
(2) BOCC must approve the request to advertise for competitive solicitation/public
auction for the sale of surplus property. Upon receipt of the fully executed
Inventory Deletion Request Form or Computer Related Equipment
Inventory Deletion Request Form, the Property Inventory Clerk or using
agency,will place an item on the BOCC agenda for approval of competitive
solicitation/public auction for the sale of the surplus items.
(3) Scheduling and Coordination of Competitive Solicitation/Public Auction:
Following BOCC approval, the Property Inventory Clerk initiates and
coordinates the competitive solicitation process for the sale of surplus
property at intervals throughout the year as needed, coordinating with the
Property Custodians in each using agency, the County Attorney's Office
and the BOCC Purchasing Office. In addition to the Property Inventory
Clerk's sale of surplus property, the using agency may schedule and
coordinate a competitive solicitation/public auction for the sale of specific
surplus property when it is necessary or beneficial for the County.
(4) 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 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 Office places the item(s)on
the electronic bidding platform.
(5) 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.
bpi d 38 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
(6) After payment is received, the Property Inventory Clerk is responsible for
preparing and transmitting a Bill of Sale, Absolute to the County Attorney's
Office for each individual surplus item being sold. The County Attorney's
Office transmits the Bill of Sale, Absolute to the County Administrator for
execution. Upon execution the Bill of Sale, Absolute shall be forwarded to
the Clerk for recording of the document in BOCC records. The Clerk then
transmits the fully executed original Bill of Sale,Absolute(s)to the Property
Inventory Clerk to transfer title and possession of the item(s)to the
successful bidder, coordinating with the using agency as needed. If the
item(s) are sold via public auction by an outside vendor retained by the
County, the Property Inventory Clerk will coordinate title transfer and
preparation of documents with the vendor and may do so prior to payment
to the County and/or in accordance with the public auction vendor's
contract.
4. Assets with a fair market value equal to or greater than $5,000 for which no bid was
received shall again be offered for sale by competitive solicitation. If no acceptable
bids are received after a second attempt to sell by competitive solicitation, then 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.
5. 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.
6. 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/offices 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.
7. 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
bpi d 39 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
property to be disposed of by the BOCC shall be at the election of the BOCC in the
reasonable exercise of its discretion pursuant 274.06, Florida Statutes. Property, the
value of which the BOCC estimates to be under $5,000.00, may be disposed of in the
most efficient and cost-effective means as determined by the BOCC pursuant to F.S.
274.06.
All assets under a lease agreement will be disposed of in accordance with the terms of
the agreement.
8. 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.
9. 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.
C. Subject to the procedures noted above, responsibility for disposition is as follows:
1. Fleet Management is responsible for the disposition of vehicles and other heavy
equipment, excluding Emergency Services, Airports and Social Services Department
vehicles. Those Departments are responsible for disposition of their vehicles and are
required to follow the surplus property as set forth above.
2. Property Custodians are responsible for the disposition of fixed assets of any value, other
than vehicles,computers,computer-related, and telecommunication equipment.
3. Information Technology is responsible for the disposition of computers, computer-
related, and telecommunication equipment.
D. Employees of Monroe County are expressly forbidden to bid on sales of surplus Monroe
County property. No employee's relative, as defined by Florida Statute Section
112.312(21), shall be allowed to bid on surplus property over which the employee had
custody or authority to initiate or authorize the decision to surplus. F.S. 112.312(21):
"Relative,"unless otherwise specified in this part, means an individual who is related to a
public officer or employee as father,mother, son, daughter,brother, sister,uncle, aunt, first
cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law, daughter-
in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter,
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.
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
CHAPTER 13: PURCHASING CARD POLICY
The Monroe County Purchasing Card Policy & Procedures establishes detailed procedures and
policies which control the use of Purchase Cards. The Purchasing Card Policy & Procedure is to
be followed and is attached hereto as ATTACHMENT C. There shall be absolutely no personal
purchases made with the County issued P-Card.
CHAPTER 14: FEDERAL FUNDING REQUIREMENTS
This Chapter is provided to ensure that Monroe County has and maintains proper policies and
procedures as required by federal awards and consistent with 2 Code of Federal Regulations
(C.F.R.)Chapter I,Chapter II,Part 200.All procurements must comply with Florida Statutes,rules
and procedures as per 2 C.F.R. §§200.318-200.326.
All Contracts and procurements in which federal funds are used shall include the following
provisions: [See 2 CFR part 200 for a more detailed description of the federal provisions]
A. Procurement Standards (2 C.F.R. §§200.318-200.326)
1. General Rules:
These standards apply to procurement of goods or services using federal funds and program
income.
The procurement must comply with Non-Federal Entity/Monroe County's procurement
procedures which reflect applicable State and local laws and regulations,provided that they
conform to applicable Federal law and the standards identified in 2 C.F.R. Part 200.
The Requesting Department/Office, 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/Office must comply with the grant
procurement requirements or complete the E.1 or E.2 Procurement Form (Attachment E.1 for
purchases$10,000 and over)or Attachment E.2 for purchases through competitive solicitation, i.e.
purchases of more than $1 So,000.00), and submit with the Requisition. If Disaster related, use
Disaster Request for Purchase Form (Attachment E.4). The E4, El or E2 and supporting
documents must be submitted to the Purchasing and Administrative Oversight 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 Purchasing and Administrative Oversight.These
bpi Is e d 1 I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
documents must be maintained in accordance with Chapter 119, Public Records Law and the
Florida Department of State, Division of Library and Information Services, General Records
Schedules GS 1-SL for State and Local Goverment 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 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 Federal rules and guidelines. No employee, officer
or agent may participate in the selection, award, or administration of a contract supported
by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of
interest would arise when the employee, officer, or agent, any member of his or her
immediate family, his or her partner, or an organization which employs or is about to
employ any of the parties indicated in the contract, has a financial or other interest in or
tangible personal benefit from a firm considered for a contract. The officers, employees,
and agents of the County may neither solicit nor accept gratuities, favors, or anything of
monetary value from contractors or parties to subcontracts. However, in accordance with
the Personal Policies and Procedures, a gift of $100.00 or less is considered a non-
substantial financial interest or an unsolicited item of nominal value. County Employees,
officers or agents that violate the County standards of conduct will be subject for
disciplinary actions as set forth in more detail in the Personnel Policies and Procedures
Manual. (2 CFR § 200.318(c)(1), 200.318(c)(2))
4. Avoidance of unnecessary or duplicative items: The Purchasing and Administrative
Oversight Office 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 Purchasing and
Administrative Oversight office 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. The
bpi d 42 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Requesting Department/Office 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. 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)).
3. No State or Local Preference*: No preference shall be included in the competitive
solicitation or in the procurement transactions (2 CFR § 200.319(b)). *Please note that the
RESTORE ACT allows for state preference.
4. Solicitation Requirements: The solicitation shall include a clear and accurate description
of the technical requirements for the material,product, or service to be procured, including
requirements that must be fulfilled by offerors/vendors and the evaluation factors/criteria,
e.g. Identify if price or quality is most important in the solicitation. If the County uses
prequalified persons or firms, the contract for services or list must be current and include
at least 3 prequalified persons or firms and not preclude any potential bidders from
qualifying during the solicitation period. 2 C.F.R. §§319(c)-319(d).
C. Method of Procurement Requirements
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 $150,000.00 (2 C.F.R. V00.320(c))
a. Sealed Bids: Bids are publicly solicited and a firm fixed price contract (lump sum or
unit price) is awarded to the responsible bidder whose bid, conforming to all the
material terms and conditions of the invitation for bids, is the lowest in price. Sealed
bidding is the preferred method for procuring construction. [Federal Note: Sealed
bidding is generally used where price is the most important evaluation factor for the
bpi d 43 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
County.] Contract award under the sealed bidding method of procurement is made to
the bidder submitting the lowest priced, responsive and responsible bid.
b. Responsive and Responsible Defined: "Responsive"refers to whether the bidder meets
all the material requirement of the Request for Bids (RFB)/invitation for bid (IFB),
while "Responsibility" refers to contractors possessing the ability to perform
successfully under the terms and conditions of a proposed procurement. Consideration
will be given to such matters as contractor integrity, compliance with public policy,
records of past performance, and financial and technical resources. [See 2 C.F.R. §200.
318(h)]
c. 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)]
d. 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
the electronic bidding platform and if applicable to a list of suppliers to be
provided to the Purchasing Office from the Requesting Department/Office),
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) The competitive solicitation should include any specifications and pertinent
attachments, and define the items or services in order for the bidder to properly
respond;
(3) Set forth the Time and Place for the bids to be publicly opened;
(4) Award a firm fixed price contract in writing to the lowest responsive and
responsible bidder;
(5) If any bids are rejected, there must be a sound documented reason supporting
the rejection [2 C.F.R. §200.320((c)(2)].
e. Cost or Price An As per 2 CFR §200.324, if the contract amount (including
contract modification) exceeds $150,000.00 the County must perform a cost or price
analysis.
A Cost or Price Analysis must be conducted by the Requesting Department/Office. (2 C.F.R.
§200.324(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.
Price & Cost Analysis Description:
bpi d 44 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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/Office.
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/Office
must negotiate profit as a separate element of the price for each contract in which there
is no price competition, and in all cases where cost analysis is performed. To establish
a fair and reasonable profit, consideration must be given to the complexity of the work
to be performed, the risk borne by the contractor, the contractor's investment, the
amount of subcontracting, the quality of its record of part performance, and industry
profit rates in the surrounding geographical area for similar work. (2 C.F.R.
§200.324(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. §200.324(c))
c. Cost plus a percentage of cost and percentage of construction cost methods of
contracting must not be used. (2 C.F.R. §200.324(d)).
d. 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)
e. Requirements for Competitive Proposals: If Procurement by competitive proposals is
used, the following requirements apply:
(1) The Request for Proposals(RFP)must be publicized,i.e.,as per Chapter 3,Paragraph
A.2.
(2) Identify all evaluation factors and their relative importance, i.e. evaluation/selection
factors and points/percentage allocation for each factor;
(3) Solicit proposals from an adequate number of qualified sources (via the
electronic bidding platform and if applicable to a list of qualified sources to be
provided to the Purchasing Office from the Requesting Department/Office);
(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;
(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.
bpi d 45 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
[Federal Note regarding architectural/engineering(A/E)professional services: the County may use
competitive proposal procedures, i.e. Request for Qualifications (RFQs) and the Consultants
Competitive Negotiation Act (CCNA), for qualifications-based procurement of AT 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 AT professional services. It
cannot be used to purchases other types of services though AT firms that are a potential source to
perform the proposed effort. 2 C.F.R. §200.320(d)(5)]
2. Informal Procurement- Over $10,000.00 through $150,000.00 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. over
$250,000.00), or (2) whatever amount State (if applicable F.S. Statute requirement) or
Monroe County's competitive procurement rules (i.e. $150,000.00 or less). Price and rate
quotations must be obtained from an adequate number of qualified sources. The Requesting
Department/Office should to the maximum extent possible obtain the number of price
quotes as required in Chapter 2, F.1. 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. The
Requesting Department/Office should follow the procedure as set forth in Chapter 2 F. 2.
and ensure that proper documentation is maintained in this regard to justify the purchase.
(2 C.F.R. §200.320(b)
3. Micro-purchases: Up to $10,000.00 (i.e. purchases below $10,000.00, See 2 CFR §
200.67) Micro-purchases are awarded based on price reasonableness. The Requesting
Department/Office will maintain documentation of price reasonableness. [Note: Action to
verify the reasonableness, includes utilizing price quotes, telephone or internet research.]
The Requesting Department/Office, to the extent practicable, should distribute micro-
purchases equitably among qualified suppliers. Documentation of the purchase in the form
of a Request to Purchase, when applicable, is necessary to the extent to demonstrate that it
is an allowable cost for performance of the Federal award (as per 2 C.F.R. §200.403) and
to keep record of equal distribution to qualified suppliers. 2 C.F.R. §200.320(a)
4. Noncompetitive proposals: [2 C.F.R. $200.320(f)1 [Note: this does not apply to Micro-
purchases; RESTORE ACT/Department of Treasury has sole source section that provides
more detail and should be referred to when using RESTORE ACT funds]
a. 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/Office and
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
provided to Purchasing Office as directed in Chapter 7 Exclusions A. Sole
Source)
(2) the public exigency or emergency for the requirement will not permit a delay
resulting from competitive solicitation [Federal Note: Exigency" is generally
defined as something that is necessary in a particular situation that requires or
demands immediate aid or action.By comparison,the term"emergency"means
an unexpected and usually dangerous situation that calls from immediate action.
Emergency will typically involve a threat to the public or private property or
some other form of dangerous situation,whereas an exigency is not necessarily
limited].
(3) the Federal awarding agency or pass-through entity expressly authorizes
noncompetitive proposals in response to a written request from the County; or
(4) after solicitation of a number of sources,a competition is determined inadequate
[Before utilizing this exception, the Requesting Department/Office should
review the solicitation and the publicizing of the solicitation to ensure that it
was not inadvertently drafted in a manner to reduce or eliminate competition,
which resulted in the receipt of one or no proposals. If this is found to be the
case, the Requesting Department/Office should revise the solicitation and re-
publicized the solicitation in order to resolve the competitive concerns. The
Requesting Department/Office should also document justification for the
noncompetitive procurement and provide to 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 Policy,
the Requesting Department/Office in conjunction with the County's Purchasing and
Administrative Oversight Office 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 the electronic bidding
platform 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.
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
a. Divide total requirements, when economically feasible, into smaller tasks or quantities
to permit maximum participation by small and minority businesses, and women's
business enterprises.
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
Business Administration and the Minority Business Development Agency of the
Department of Commerce.
d. Require the prime contractor,if subcontractors are to be let,to take the affirmative steps
listed above.
[Federal Note: Collectively referred to as "socioeconomic contractors" or "socioeconomic
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.]
E. Contractual Considerations
Contract(s) must include the provisions of 2 C.F.R. 200 and Appendix II to 2 C.F.R. Part 200, as
amended and as applicable depending upon the Federal program legislation (See Appendix II for
details):
1. Davis-Bacon Act, as amended(40 U.S.C. §§3141-3148) and Copeland Anti-Kickback Act
(40 U.S.C. § 3145) if the contract amount exceeds $2,000.00 [Davis-Bacon Act applies
only to Emergency Management Preparedness Grant Program, Homeland Security Grant
Program, Nonprofit Security Grant Program, Tribal Homeland Security Grant Program,
Port Security Grant Program and Transit Security Grant Program; This is not applicable to
the Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program
Grants]
2. 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 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]
3. 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)
4. 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
bpi d 48 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
12689, 2 C.F.R. Part 180.530 and 2 C.F.R. Part 3000) [. This requirement applies to all
FEMA grant and cooperative agreement programs]. A "covered transaction" includes
contracts for goods or services in the amount of at least$25,000;when the contract requires
FEMA approval, regardless of the amount, the contract is for federally required audit
services, a subcontract is also a covered transaction if it is awarded by the contractor of a
recipient or subrecipient and requires either FEMA approval or is in excess of$25,000.
5. Byrd Anti-Lobbying Clause on all contracts; If the contract exceeds $100,000.00, bidders
must also submit an Anti-Lobbying Certification (see Attached Certification Regarding
Lobbying Form). [This requirement applies to all FEMA grant and cooperative agreement
programs.] (See 2 C.F.R. Part 200, Appendix II(I); 31 U.S.C. § 1352; and 44 C.F.R. Part
18)
6. Procurement of Recovered Materials: All procurements and contracts, involving the use of
materials must comply with the requirement to procure only items designated in the EPA
at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable,
consistent with maintaining a satisfactory level of competition, where the purchase price
of the items exceed $10,000 or the value of the quantity acquired by the preceding fiscal
year 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]
7. 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)
8. 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 affected and the basis for settlement.
(See 2 C.F.R. Part 200, Appendix II(B) [Applies to all FEMA grant and cooperative
agreement programs]
9. 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
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"]
10. 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. §§ 7401-7671 q.) and the Federal Water
bpi d I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Pollution Control Act (33 U.S.C. §§ 1251-13 87). 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).
11. Prohibitions on certain telecommunications and video surveillance services or equipment
as set forth in 2 C.F.R. § 200.216.
12. Domestic preference for procurements as set forth in 2 C.F.R. § 200.322.
13. Other Federal Contract Requirements.
14. 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).
F. Construction Contract Considerations
County Departments/Offices that handle construction projects are encouraged to use value
engineering clauses in contracts for construction projects of sufficient size to offer reasonable
opportunities for cost reductions. The County may use a time and material type contract only after
a determination 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.
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 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, it must include the Equal Opportunity Clause.
For construction contracts exceeding $2,000 awarded under a Federal grant--unless otherwise
exempted--it must include a Davis-Bacon Act Clause and Copeland Anti-Kickback Act clause
addressing prevailing wage rates. [Note that FEMA Public Assistance and Hazard Mitigation
Grant Program contracts do NOT require these clauses.]
If the contract amount exceeds $100,000.00 and involves the employment of mechanics or
laborers, it must include a Contract Work Hours and Safety Standards Clause.
Bonding requirements for construction or facility improvement contracts exceeding $200,000.00:
The Requesting Department/Office 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
bpi d 50 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute
such contractual documents as may be required within the time specified in accordance
with Monroe County Code Sec. 2-347(i).
2. A performance bond on the part of the contractor for 100 percent of the contract price. A
"performance bond" is one executed in connection with a contract to secure fulfillment of
all the contractor's obligations under such contract. The performance bond shall be in
accordance with F.S. 255.05
3. A payment bond on the part of the contract for 100 percent of the contractor price. A
"payment bond" is one executed in connection with a contract to assure payment as
required by law of all persons supplying labor and material in the execution of the work
provided for in the contract. The payment and performance bonds shall be in accordance
with F.S. 255.05, as applicable and unless waived under the provisions of F.S.
255.05(1)(d).
G. Capital Expenditure
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)
2. Real Property:
a Title: Subjection to obligations and conditions set forth in 2 CFR 200.311, title to real
property acquired or improved under a Federal award will vest upon acquisition to
County.
b. Use: Except as otherwise provided by Federal Statutes or by the Federal awarding
agency, real property will be used for the originally authorized purpose as long as
needed for that purpose,during which time the County must not dispose of or 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
bpi Is e d ���I'lli, w 51 I P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
further obligations to the Federal Government, the Federal agency elects to do so, the
title must be a conditional title. Title must vest in the County subject to the following
conditions:
(1) Use of equipment for the authorized purposes of the project during the period
of performance, or until the property is no longer needed for the purposes of the
proj ect.
(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)
h 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
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 results reconciled
with the property records at least once every two years.
(3) The Requesting Department/Office 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/Office should ensure that adequate maintenance
procedure is performed to keep the property in good condition.
(5) The County shall follow the process as outlined in Chapter 12 and below to
ensure the highest possible return.
(6) The Requesting Department/Office shall coordinate with the Property
Inventory Clerk to provide information as needed for their records and to
maintain information and comply with the above requirements.
d. Disposition: When the original or replacement equipment acquired under a Federal
award is no longer needed for the original project or program or for other activities
bpi d 52 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i„il to h I .W Illlililil to,,to Illlllod Illllld' of ilililiil Iiii i ... it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
currently or previously supported by the Federal awarding agency, except as
otherwise provided in Federal statutes, regulations, or Federal awarding agency
disposition instructions, the County must request disposition instructions from the
Federal awarding agency if required by the terms and conditions of the Federal
award. Disposition of the equipment will be made as follows, in accordance with
Federal awarding agency disposition instruction:
(1) Items of equipment with a current per unit fair market value of$5,000.00
or less may be retained, sold, or otherwise disposed of with no further
obligation to the Federal awarding agency.
(2) Except as provided in §200.312 Federally-owned and exempt property,
paragraph (b), or if the Federal awarding agency fails to provide requested
disposition instructions within 120 days, item of equipment with a current
per-unit fair market value in excess of$5,000 may be retained by the County
or sold. The Federal awarding agency is entitled to an amount calculated by
multiplying the current market value or proceeds from sale by the Federal
awarding agency's percentage of the participation in the cost of the original
purchase. If the equipment if sold,the Federal awarding agency may permit
the non-Federal entity to deduct and retain from the Federal share $500 or
ten percent of the proceeds, whichever is less, for its selling and handling
expenses.
(3) The County may transfer title to the property to the Federal Government or
to an eligible third party provided that, in such cases, the County must be
entitled to compensation for its attributable percentage of the current fair
market value of the property.
(4) In cases where County fails to take appropriate actions, the Federal
awarding agency may direct the County to take disposition actions.
CHAPTER 15: PAYMENT CARD POLICY AND PROCEDURES
The Monroe County Policy and Procedures for Acceptance of Payment Card establishes detailed
procedures and policies which control the acceptance of payment cards. The Policy and Procedures
are to be followed and is attached hereto as C I
bpi d 53 1 P III e
li,�...,.� ..."M1�pll d,,,... 1... III pipe ,.. ....
pppiiil Illlp i�„il to h���I .�W Illlililil to,,to Illlllod Illllld'� ��of ilililiil I��iii i�� ��... it ii I ililillll li �lo�d f,,� IIIIII��� lililiili q/II
ATTACHMENT A.
MEMORANDUM
To: Purchasing Office VIA: County Attorney's Office (for prior legal review/approval)
From: Date:
Subject: Request for Competitive Solicitations
After obtaining legal approval, I have attached via email one (1) copy of the competitive
solicitation approved by legal and the Notice of Request for Competitive Solicitations, as it will
publish, containing a copy of the approved competitive solicitation (in .pdf format) and a copy of
the notice, as it will publish, (in word format) for:
(Name as appears on the cover page of the Competitive Solicitation)
1. BOCC Approval Date: or
Asst. County Administrator or County Admin. Approval: Date:
(if emergency Asst. County Administrator or County Administrator must approve as per
Chapter 7 D. Previously Approved Projects) and
Director Approval: Date:
2. Date Received for Legal Review/Approval:
Legal Approval Date: Reviewing Attorney
Opening Date Assigned by Purchasing: Date assigned:
Date Notice Transmitted to Papers by Legal/Memo Returned to Department/Office:
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:
5. Advertising expenses are to be charged against account:
6. Notice to run 2130 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.............: .: ...... ,, .r c u .t . v
8. In addition to the local newspapers, please place notice in the following advertising
newspapers.
Must have Director approval for additional advertisiuT.
Enclosures: One (1) copy of approved competitive solicitation and notice emailed to
Pur .asn r u .t .. and if applicable, Supplemental Suppliers Excel
Spreadsheet
Revised BOCC 11/12/2025
eI,,,r i d11 11 11 ,I. I II e
�I..i .y CID
„, ..... �...�yil�... i�,...,w��I���� ....., ��i,�tli,� ,...„, ...... �II�..� „�y...... �...,�... ...,...ml .. i,�...,.�',�I ,,...,I,.�p ...
IIP,d+� ! I...!!!!!!!!!!III"j.pp,�!�.) �I"�� II P1111111111,
III',' j +�j I" j..,.�� .., pp......,!I! I" �;��� ! !!!!!!!! IIII.. —"I! !'!j I !! I�
N. ..i��o III.IIII...p...��w .. o�...,..'�II!,...,�du�.,...�q W ppppp .IIII.. .I. h��,.,60 °...IIII....I��...."r I'M..od� ppppp�IIIIEEEEEEEEEEEEEP.III!!!pi�..V�. ..����tl...!!!!!I...I'M !'.'V�. IIII !!� ...,��I'� _�,. a I'M.�r o� I Y�'n..
ATTACHMENT B.
(Sample Form)
NOTICE OF REQUEST FOR COMPETITIVE SOLICITATIONS
NOTICE IS HEREBY GIVEN that on Wednesday, July 10, 2024, at 3:00 P.M., the Monroe County
Purchasing Office will receive and open sealed responses for the following:
No Name Key Bridge Repairs 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.
Requirements for submission and the selection criteria may be requested from the County's electronic
biddingplatform at htt s:// onroecont .b nfrehub.c OR nr ec unt .Gov/ nre.. s.
p ....................................... ................................................................................................................................................................................�
The Public Record is available upon request.
Monroe County Purchasing Office receives bids via the Bonfire electronic bidding platform. Please do not
e m a i l, mail or attempt to deliver in person any sealed bids. Emailed/mailed/phys ic ally delivered
bids/proposals/responses WILL NOT be accepted.
The Monroe County Purchasing Office hereby directs that bids be submitted via the Bonfire electronic bidding
platform at tp. ..ro . . c . oniehub®c no later than 3:OOP.M. on Wednesday, July 10, 2024.
There is no cost to the bidder to use the Bonfire platform.
Please do not submit your confidential financial information as part of your proposal. There are separate
uploads for each set of documents, including confidential financial information. All proposals will be made
public on the platform after an intended decision or 30 days,whichever is earlier,unless the bids/proposals are
rejected in accordance with F.S. 119.071. If your proposal document includes financial information, that
information will not be considered confidential and will be available and viewable to the public in accordance
with public records law. In the event of a discrepancy between the bid amount on the Proposal Form and the
bid amount entered in Bonfire, the bid amount listed in the `Proposal Form' provided by Monroe County in
the RFP is the amount that will be utilized by the County when considering the bid proposal. The County
reserves the right to waive any proposal/bid irregularity
The bid opening for this solicitation will be held virtually, via the internet, at 3:00 P.M., on Wednesday,
July 10,2024. You may call in by phone or internet using the following:
Join Zoom Meeting
tt s: cc®zoo .us 4 0 0.
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
Keys Citizen: Sat., 06/08/2024
Keys Weekly: Thur., 06/13/2024
News Barometer: Fri., 06/14/2024
IR,e!! w1 !
1 1.1 1 55
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT B.1
APPROVAL TO ISSUE ADDENDUM
All addenda to a request for sealed competitive solicitations must be available for viewing on the
County's electronic bidding platform 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/Office Director/Assistant Director to
ensure that all addenda is reviewed and approved by legal prior to submission to
Purchasing.
All addenda must be accompanied by this Approval to Issue Addendum form which must be
executed by the reviewing County Attorney or Assistant County Attorney and the Requesting
Department/Office Director/Assistant 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/Office Director/Assistant Director.
County Attorney or Assistant County Attorney Date
Department/Office Director/Assistant Director(or designee) Date
Purchasing Director(or designee) Date
Re:
(Name as appears on the cover page of the Competitive Solicitation
Revised BOCC 11/12/2025
IIIIwI561
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
PREPARED BY:
Signature Date:
Print name
DIRECTOR
APPROVAL:
Signature Date:
Print name
RETURN COMPLETED & SIGNED TO-.
CLERK PROPERTY MANAGER-STOP 8
Revised BOCC 11/12/2025
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT B.3
COMPUTER RELATED EQUIPMENT
INVENTORY DELETION REQUEST
TO: ,Property Clerk FROM:
Finance Dept., Stop 8
DATE:
M.C. Serial Date Original & Est.
I.D. Number Number Asset Description Purchased Present Value
CHECK ONE(1)APPROPRIATE LINE BELOW:
APPROVAL TO ADVERTISE FOR BIDS.
APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT.
APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO:
REASON FOR REQUEST:
PREPARED BY:
Date:
Signature
Print name
DEPARTMENT/OFFICE DIRECTOR/ASSISTANT DIRECTOR APPROVAL:
Signature Date
Print name
INFORMATION TECHNOLOGY
APPROVAL: Signature Date
Print name
Revised BOCC 11/12/2025
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT B.4
FIXED ASSET TRANSFER FORM
TO: ,Property Manager FROM:
FINANCE DEPT, Stop #8
ASSET I.D. NUMBER & DESCRIPTION SERIAL NUMBER
LOCATION LOCATION
FROM: TO:
Cost Center Number: Cost Center Number:
Cost Center Name: Cost Center Name:
Location of Asset:
OWNERSHIP CHANGE: Yes ❑ No ❑
SURRENDERING
DEPARTMENT/OFFICE:
Signature: Date
Print Name:
RECEIVING DEPARTMENT/OFFICE:
Signature: Date
Print Name:
Revised BOCC 11/12/2025
IIIIwI591 Pl
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT C
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
PURCHASING CARD POLICY & PROCEDURES
PURPOSE: To establish those procedures under which department/offices will control the use of
Purchase Cards assigned to and utilized by Board of County Commissioners(BOCC) employees and
BOCC appointed County representatives as approved by BOCC resolution for purchasing non-
restricted commodities and services on behalf of the BOCC. These procedures are intended to
accomplish the following:
1. To ensure that the procurement with Purchasing Cards is accomplished in accordance with
the policy and procedure established within this and other sections of this manual.
2. To enhance productivity, significantly reduce paperwork, improve controls, and overall cost
associated with purchases.
3. To ensure appropriate internal controls are established within each department procuring with
Purchasing Cards so that they are used only for authorized purposes.
4. To have timely and meaningful management reports which detail and summarize periodic
activity.
5. To ensure that the BOCC bears no legal liability from inappropriate use of Purchasing Cards.
6. To provide a convenient method for purchases, consolidate payments, improve customer
service, reduce transaction cost, streamline processes, and capture spending information.
7. Ensure prompt payment to vendors.
8. Provide hard data on purchase activity with vendors in order to achieve savings by negotiated
discounts based upon the volume of business with the vendor.
9. Specific advantages within the Purchasing Card Program itself include the various ways that
limits, and restrictions can be established that allow the tailoring of individual cards to fit the
needs of the user. This will extend purchasing responsibility to more individuals than in the
current purchasing environment, while maintaining or even increasing accountability.
The Purchasing Card Program resides in the Office of Purchasing and Administrative Oversight.
The Director of Purchasing and Administrative Oversight shall head the Purchasing Card Program
and in such capacity be additionally referred to as the Purchasing Card Administrator. The duties of
this role may be delegated to a designee as deemed appropriate.
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/office,that may wish to establish additional controls beyond those suggested by the
procedures.
e7IIIIwI
60 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
SCOPE: This procedure will be applicable to those 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 Purchasing card is issued, to whom, and the
dollar limitations will be as requested by the Department/Office's Director/Assistant Director and
approved by the Purchasing Card Program Administrator or designee.
APPLICABILITY: This procedure applies to all departments/offices of the BOCC.
BACKGROUND: A number of unique controls have been developed for this program that does
not exist in a traditional credit card environment. These controls ensure that each card can be used
only for specific purposes and within specific dollar limits.
In addition, certification of all purchases is required by each Cardholder,with verification performed
by their immediate supervisor before payment is made to the vendor.
LIMITS AND RESTRICTIONS: The following limits can be uniquely established:
1. Spending amount per day, billing cycle, and month. The Cardholder can only incur
transactions totaling a predetermined dollar amount within any defined period.
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 transaction.
BENEFITS: There are many benefits to using the Purchasing Card including:
1. Board of County Commissioners' Benefits:
a. Simplifies the purchasing process for the large number of low dollar 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 unavailable.
2. Cardholder Benefits:
a. Convenience of purchasing without an intensive Requisition/Purchase Order processing
system.
b. Expedites the delivery of goods or services to the job site.
c. Expands the list of merchants from whom purchases can be made.
e7IIIIwI
611 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
1. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours.
b. Reduces merchant maintained"account"paperwork.
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 offered by the BOCC. If the
County Administrator, through the Purchasing Card Program Administrator becomes aware
of any inappropriate or late approval of transactions,Cardholder privileges may be cancelled.
2. It is expected that the Purchasing Card Procedures and Purchasing Card Training Manual
will assist you in making this program a success.
1. CARDHOLDER SPENDING LIMITS
1.1.The Delegation of Authority sets the maximum dollar amount for each single transaction with a
Purchasing Card. These limits apply to purchases of small non-stocked products, services, travel, and
training.Each transaction will be verified against these limits,and any requests exceeding the set amount
will be declined.
If a temporary or permanent increase in spending limit is necessary, the appropriate form must be
completed and submitted for approval.Additionally,the Assistant County Administrators or Purchasing
Director have the authority to delegate spending limits as necessary.
1.2.Purchasing Cards issued to the Mayor and County Commissioners, County Administrator, Assistant
County Administrators, Directors, Assistant Directors, Purchasing Card Program Administrator,
Purchasing Agents/Buyers may be authorized for a higher maximum amount per purchase.
1.3.Purchasing Card Program Administrator or designee may establish different limits for each employee
with the recommendation of the employee's Director/Assistant Director and approval by the County
Administrator or Assistant County Administrator. Assistant County Administrators or the Purchasing
Card Program Administrator may delegate authority when and where such action is deemed necessary.
2. USE OF PURCHASING CARD
2.1.THE PURCHASING CARD IS TO BE USED FOR BOCC PURCHASES ONLY. CASH
ADVANCES THROUGH BANK TELLERS OR AUTOMATED TELLER MACHINES
ARE 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.
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
2.1.1. Every Cardholder is responsible for the security of their Purchasing Card. All precautions shall be
used to maintain confidentiality of the Cardholder's account number and expiration date of the
Purchasing Card.
2.3.CONDITIONS FOR USE — The total of a single purchase to be paid for using the card may be
comprised of multiple items but cannot exceed the authorized single invoice limitation.
Purchases will be denied if any preset limits are exceeded. Payments for purchases are not to
be split in order to stay within the single purchase limit.
2.4.When using the Purchasing Card, Cardholders should:
2.4.1. Ensure that the goods or services to be purchased are allowable.
2.4.2. Determine if the intended purchase is within Cardholder's Purchasing Card limits.
2.4.3. Advise the supplier/merchant that the purchase will be made using the VISA Purchasing
Card in advance.
2.4.4. Inform the merchant that the purchase is tax-exempt. Review the receipt to leaving
the store or checking out of hotel and if taxes were included,request a credit immediately.
2.4.5. 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 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.
2.5.1. If you place a telephone or internet order and sales tax was charged, contact the
merchant and request that a credit be processed for the amount of the tax charged.
2.5.2. Purchases made in Florida and for use in Florida are exempt from Florida sales and use
taxes.
2.5.3. As with all BCOC purchases, the Cardholder must be diligent when dealing with the
merchant regarding taxes.
2.5.4. Make sure the merchant understands that charges are not to be billed until the
item(s) are received by the Cardholder.
2.5.5. 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.
2.5.6. 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.
2.5.7. Instruct the merchant to send the sales receipt directly to the Cardholder and not to send
an invoice to the Clerk's Office, since the merchant will be paid by the merchant's
financial institution.
2.5.8. 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
retunzs/exchanges and ensuring that proper credit is received for returned merchandise,cancelled registrations,
and postponed travel arrangements.
e7IIIIwI
63 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
2.6.1. Contact the vendor and obtain instructions for return.
2.6.2. The Purchasing Card Analyst will review the next card statement to ensure that your
account is properly credited for the return.
2.6.3. A pattern of returns and exchanges that indicate improper or inaccurate initial product
selection shall be reviewed and may result in loss of privileges for the card holder.
2.7. The Purchasing Card may be used for travel-related expenses, small non- stocked products and
services, training and other County business related expenses as follows:
2.7.1. When Cardholder must check a bag, and the airline imposes a charge, the check bag
charge is allowed.
2.7.2. A 15% tip for taxi drivers is allowed. The tip should not exceed 15% and should be
included as part of the original transaction.
2.7.3. Hotel internet charges necessary to conduct OFFICIAL COUNTY BUSINESS while
on County travel is allowed. Traveler must certify that the expense was required to
conduct County business.
2.7.4. Airline tickets. (Upon return from travel, Cardholder must submit supporting
documentation e.g. boarding passes.)
2.7.5. Rental vehicles and related expenses e.g., toll charges and fuel expenses.
2.7.6. Non-Ethanol fuel for Marine Boating Resources.
2.7.7. Filing fees for cases filed by the County Attorney's Office (this includes credit card
convenience fees that may be imposed by Federal, State or Local Clerks).
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.
2.7.13. Monroe County school break camp program fees.
2.7.14. SunPass transponders and toll replenishment
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.
e7IIIIw jjj
I
64 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
3.3. Payment and Invoice Procedures — Purchases made by cardholders 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.
3.3.1. Receipts: The Purchasing Card receipt or vendor's sales receipt for purchases must be
supplied. When purchases are conducted by telephone, you must fill out the Telephone
Order Forms and request the vendor to forward the receipt to you. These receipts, 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.
3.3.2. The Purchasing Card issuer, First Horizon will provide one copy of the billing statement
to the Purchasing Analyst at the end of the billing cycle. The Cardholder may request a
copy of the billing statement at any time. This statement will have a listing of all items
processed with the billing cycle. In addition to the monthly billing statement, the
Purchase Card Administrator or designee will periodically review the Cardholder's
statement using First Horizon Commercial Card on-line services.
3.3.3. Immediately following a purchase, the Cardholder must submit the charge slip to his/her
department/office's director/assistant director, via their immediate supervisor. The
charge slip/receipt 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.
3.3.4. The department/office's director/assistant 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/office's director/assistant director will approve the transaction within three
(3) days after receipt of notification in the finance system.
3.3.5. Travel: The Purchasing Card holder must include travel receipts, an approved travel
memo, meeting itinerary, agendas, and boarding passes (when applicable). These
documents must be attached when verifying P-Card transactions in the finance system.
3.3.6. The Purchasing Card Analyst 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, ensuring proper spend category
assignment, 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. Supervisors, because of his/her knowledge of the job
responsibilities of Cardholder, are required to look at each Cardholder's purchases, and at the
merchant who made the sale in order to determine if these items were for Official Use and if they
were items allowed to be purchased in accordance with the instructions provided.
e7IIIIwI
65 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
4.1.1. If for any reason the Supervisor 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 proof the item(s)had
been returned for credit.
4.1.2. The County Administrator will be responsible for resolving abuses by each Cardholder.
Appropriate disciplinary action will be taken against any Cardholder who misuses their
privileges of up to and including dismissal.
4.2.Should it be evident that an unauthorized purchase was knowingly made,the County Administrator will
determine what action will be taken based on the facts presented by the Purchasing Card Program
Administrator.
5. DISPUTES/UNAUTHORIZED CHARGES
5.1.If a suspicious charge appears 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 Analyst 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 Purchasing Card Analyst will work with the bank to
research the disputed charge and make the necessary adjustments.
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-Tirst 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/office
(if research shows the charge was valid).
5.3.If items purchased with the Purchasing Card are found defective or the repair or services faulty, the
Cardholder has the responsibility to return item(s)to the merchant for replacement or to receive a credit
on the purchase. (Returns that require shipping will be coordinated through the Purchasing Office.)
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.
5.4.A disputed item must be noted on the Cardholder's Statement. In addition, a"Cardholder's Statement
of Disputed Item" form must be completed by the Cardholder with appropriate documentation
attached, if necessary. This form will be forwarded with the statement through the end-of-month
processing cycle for the statement.
5.5.It is essential that the time frames and documentation requirements established by the Purchasing Card
Issuer be followed to protect the Cardholder's rights in dispute.Dispute policies and procedures issued
by the Purchasing Card Issuer will be provided at the time Purchasing Cards are issued to Cardholder.
5.6. Fraudulent or improper items may be covered by the Liability Waiver. However, disputed items
are not considered fraudulent.
e7IIII Is �I( )1, � � 11
66 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
6. REQUEST FOR INITIAL,ADDITIONAL OR CHANGES TO PURCHASING CARD
6.1.Requests for a new Cardholder or changes to a current Cardholder will be done by submitting
"Request for Purchasing Card" form. The Form will be processed by the affected
Department/Office's Director/Assistant Director,who will forward the request to the Purchasing
Card Analyst.
6.2.All requests for Purchasing Cards must be approved by the Purchasing Card Program
Administrator.
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 Analyst 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".
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 Analyst 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 Analyst will provide a list of Purchasing Cards issued
to employees for each department/office. The Purchasing Analyst 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/offices may be held at any
time and without prior notification.
9. LOST OR STOLEN PURCHASING CARDS
9.1.Should an employee lose or have their Purchasing Card stolen, it is the responsibility of the
Cardholder to immediately notify the credit card issuer, their Director/Assistant Director, the
Purchasing Card Analyst 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.
9.2.To report a lost/stolen card:
The Cardholder must call First Horizon Customer Service, at 800-290-4782 immediately upon
discovering that the card has been lost or stolen. Help is available 24 hours a day. Also call the
BOCC Purchasing Analyst as early as possible on the first available business day during normal
business hours at (305) 292-4466.
e7IIIIw jjj
I
67 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 of privileges and/or disciplinary action for the Cardholder.
10. EMPLOYEE TERMINATION/TRANSFER
10.LA Cardholder who terminates their employment must relinquish their Purchasing Card at the
time of the separation from BOCC to their Department/Office Director/Assistant Director who
will forward the card to the Purchasing Card Analyst. The Purchasing Card Analyst 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.
Transfer of an employee within their Department/Office—If a Cardholder is transferred within
their department/office, it will be the responsibility of the Department/Office Director/Assistant
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 Analyst, using the New Card/Change Form,
thereby eliminating the need for issuing a new Purchase Card.
10.2.Transfer of an employee to another BOCC Department/Office - If a Cardholder is transferred
to another BOCC Department/Office,it will be the responsibility of the new Department/Office
Director/Assistant 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 Analyst,using the New
Card/Change Form, thereby eliminating the need for the issuing of a new Purchasing Card.
10.3.Purchasing cards cancelled for any reason, shall be destroyed by cutting it down the center of
the magnetic strip and returning both parts to the Purchasing Card Analyst for recording and
destruction.
11. RENEWAL CARD
11.1.The Cardholder will be notified by the Purchasing Card Analyst when the renewal card arrives.
The Cardholder will receive the new Procurement Card by courier. A new P-Card
Acknowledgement form must be completed and sent to the Purchasing Card Analyst before the
card will be activated.
12. AUDITS/REVIEWS
12.1.The Purchasing Card Analyst 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.
e7IIIIwI
68 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
13. FEEDBACK
Your feedback regarding this program is important. The Purchasing Card Program Administrator
needs to know if you have any issues and we welcome suggestions for improvement.
14. ACCOUNTING/PURCHASING PROCEDURES AND ACCOUNTING/ TRAVEL AND
TRAINING PROCEDURES
These procedures must be in compliance with Monroe County's Purchasing Policy 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.
e7IIIIw jjj
I
69 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 are the advantaizes of using the Purchasin Card?
• Improved user satisfaction due to prompt order confirmation and accelerated product
receipt.
• Improved vendor relations by eliminating the potential for late payments; the vendor is
paid within 48 hours.
3. Who may have a Purchasing Card, and how do you obtain one?
• Any Commissioner and/or employee responsible for making purchases that is
recommended by their Department/Office Director/Assistant Director and is approved by
the Purchasing Card Program Administrator.
4. What is the responsibility of the Cardholder?
• Upon acceptance of the Purchasing Card, employee must sign a"Cardholder Agreement".
Signing this agreement, acknowledges 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 P-
Card Verification in Workday.
• Initiate and handle disputed charges.
5. What is the Department/Office Director/Assistant Director's responsibility?
• Identify and recommend employees who should be issued a Purchasing Card.
• Identify and recommend limitations.
• Ensure that the Purchasing Cards used in their department/office conform to BOCC
policy and program guidelines as well as the Purchasing manual.
• Review Procurement Card Transaction Verification in Workday and approve or return
for any corrections needed.
6. What is the responsibility of the Purchasing Card Anal
• 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 First Horizon Card Management's on-line
services.
7. How are purchases made?
IIIIwI 1
70
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
• Cardholder completes order online, over phone or in-person.
• 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 and the County Administrator.
9. What happens if the bank statement is incorrect, or an item needs to be returned?
• Cardholder notifies the Purchasing Analyst if incorrect charge is identified on the bank
statement.
• Cardholder works with the vendor to arrange for returns and credit.
• Purchasing Analyst verifies that credit appears on next bank statement.
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 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.
• Entertainment expenses
• Meals—The County has an ordinance in effect with respect to meals,please see Ordinance
No. 009-2022. Restaurant commodity codes will be excluded, and meals are prohibited.
• Personal use.
• 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.
• 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. This does not
include purchases of items for the general use of the department/office such as operating
or office supplies.
12. It should be noted that the Purchasing Card will be used by designated personnel to pay for other
purchases not available to the general users.
e7IIIIw jjj
I
711 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
DEFINITIONS
Appointed Representative — An individual the Department/Office Director/Assistant 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/Office
Director/Assistant 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.
Charge Slip/Documentation—Itemized list of individual purchases on receipt.
Contractor/Issuer—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 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).
Designated Representative —The Cardholder's Supervisor is to review Cardholder's P-Card
Verifications, receipts and transactions to ensure the appropriateness of activity and timely
processing of charges and/or credits applied to that department/office.
Dispute—For items purchased and found defective or faulty, the Cardholder can return the item to
the merchant who will initiate a credit that will appear on the next month's statement of account.
MCC — Merchant Category Code assigned to merchant by the Credit Card Company, i.e. VISA,
which identifies the primary goods or services provided by the merchant.
Monthly Limit — A maximum dollar value of charges and/or number of transactions that may be
applied to a Cardholder's purchasing authority during a month.
Non-stock Materials—Materials not available through supply inventory.
Official Use—Necessary merchandise purchased for BOCC use.
Payer- The payer will be Monroe County Board of County Commissioners, through the Finance
Department, ensuring that adequate or appropriate accounting codes are assigned.
Purchasing Card—A credit card that is used as an alternative payment method.
Purchasing Card Program 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.
IR,e IIIwI 1
I
1 1.1 1 72 1 Pla
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Single Purchase Limit — Each Cardholder will be limited to a preset maximum amount on any
single small non-stocked product or service, for travel and training or as otherwise determined by
the Purchasing Card Program Administrator.
Small Purchase—An acquisition of supplies, and non-personal services in the amount of$5,000.00
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.
e7IIIIw jjj
I
73 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To: Purchasing Card Program Administrator
From:
DEPARTMENT/OFFICE NAME
Subject: REQUEST FOR PURCHASING CARD
Request the following employee be authorized a BOCC Purchasing Card:
Full Name: (Type or Print)
Sample Signature:
Title: Employee Number:
Driver's License#
Immediate Supervisor:
Restrictions: Single limitation: $
Monthly limitation: $
Types of products to be authorized:
COUNTYADMINISTRATOR/ PURCHASING CARD PROGRAM ADMINISTRATOR
ASSISTANT COUNTY ADMINISTRATOR OR DESIGNEE
(TYPE OR PRINT) (TYPE OR PRINT)
SIGNATURE OF COUNTY ADMINISTRATOR/ SIGNATURE OF PURCHASING CARD PROGRAM
ASSITANT COUNTY ADMINISTRATOR ADMINISTRATOR OR DESIGNEE
cc:Authorized Employee
IIIIwI74 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TRAINING ACKNOWLEGEMENT
CARDHOLDER AGREEMENT
I acknowledge having received Purchasing Card Training and agree to use the Purchasing Card
only for actual and necessary BOCC business expenses incurred by me in accordance with the
BOCC Purchasing Card Procedures.
I have read the Purchasing Card Training Manual and the Monroe County Purchasing Card Polices
& Procedures and agree to abide by the procedures contained therein. I acknowledge that use of
this card for any purpose other than BOCC approved business expenses are prohibited and will be
grounds for corrective action, up to and including termination. In addition, I agree that I must
reimburse the BOCC for any such prohibited charges.
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 Analyst by email at
r nre
:.....:........................ ............... un or by phone at 305-292-4466. In addition, I will notify the issuing
bank(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 Department/Office Director/Assistant Director
and the Purchasing Card Analyst. I understand that failure to promptly notify the issuing bank of
the theft, lost, or misplaced Purchasing Card could make me responsible for any fraudulent use of
the card.
Cardholder:
TYPE OR PRINT NAME
Signature:
Date:
Department/Office:
Phone Number:
cc: Cardholder
Revised BOCC 11/12/2025
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
FIRST HORIZON BANK
CARDHOLDER STATEMENT OF DISPUTED ITEM
Company
Name:
Cardholder
Name:
Cardholder Account Number:
Statement Transaction Merchant Name/Description
Date Date
Amount Posting Date Reference Number
Select the description most appropriate to your Dispute. Submit completed form to
the Purchasing Analyst and contact with any questions at 305-292-4466.
Select an option below:
❑I have been billed twice for the same purchase.
❑I have been billed for an incorrect amount.
❑I was informed by the merchant that I would receive a credit,which has not yet posted to my account.
❑I paid for this purchase by other means.
❑I have canceled the service related to this transaction.
❑I did not receive the merchandise/service ordered.
❑I have returned the merchandise and requested credit from the merchant.
❑Merchandise that was shipped to me arrived damaged, defective, or different from what I ordered.
❑Other-The reason for my dispute is not described in the options above.
❑I have no knowledge of this transaction and did not conduct or permit someone else to conduct this
transaction using my card.
Revised BOCC 1/21/2022
IIIIwI76 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
PERMANENT CREDIT LIMIT INCREASE
This form is to request a permanent limit increase to an existing Monroe County Procurement Card.
Cardholder's Name: Card's Last four Digits:
Date of Request: Department/Office:
New Overall Credit Limit: $
Department/Office Director/Assistant Director:
(Please Print)
Director/Assistant Director Approval Signature:
Reason for Increase:
*Accounts shall be in good standing at the time of this request(i.e.,no unsettled transactions greater
than 30 calendar days)
Purchasing Section
Increase Approved by:
Purchasing Card Program Administrator or Designee
Increase Processed by:
Copy to:
Designated Cardholder
File
Revised BOCC 11/12/2025
l,, is e 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
TEMPORARY CREDIT LIMIT INCREASE
(Maximum 30 days) *
This form is to request a temporary limit increase to an existing Monroe County Procurement Card.
Cardholder's Name: Card's Last four Digits:
Date of Request: Department:
Temporary Credit Limit: $ through the period ending: / / (max 30 days)
Department/Office Director/Assistant Director:
(Please Print)
Director/Assistant Director Approval Signature:
Reason for Increase:
*Accounts shall be in good standing at the time of this request(i.e.,no unsettled transactions greater
than 30 calendar days)
Purchasing Section
Increase Approved by:
Purchasing Card Program Administrator or Designee
Increase Processed by:
Copy to:
Designated Cardholder
File
Revised BOCC 11/12/2025
l,, is e
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT C.1
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
POLICY & PROCEDURES FOR ACCEPTANCE OF PAYMENT CARDS
I. BACKGROUND
Acceptance of credit and debit cards (herein referred to as payment cards) as a payment method has
become universal within both the private and public sectors. Many governments now accept cards
for taxes, fines, user charges and fees. For a fee, a payment card processing service provider works
with 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.
• 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.
• Reduced collection costs.
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
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.
II. PURPOSE
The purpose of this policy is to establish for authorized Monroe County departments/offices business
processes and procedures for accepting payment cards that will minimize the County's risk and
provide the greatest value, security of data, and availability of services to each county customer
within the rules and regulations established by PCI and articulated in PCI-DSS. Additionally, these
processes are intended to ensure that payment card acceptance procedures are appropriately
integrated with the County's business processes and automated systems.
In response to increasing incidents of identity theft, PCI created the PCI-DSS to help prevent theft
of customer data. PCI-DSS applies to all entities that accept payment cards to procure goods or
services. Compliance with this standard is enforced by PCI through guidelines and self-assessment
for smaller volume participants and through validated on-site inspection for larger volume
participants.
e7IIIIwI
79 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Following PCI guidelines positions providers to effectively safeguard this data—however it is often
discovered after a security breach has occurred that the company/entity breached had been deficient
in at least one section of their PCI audit review.
Security breaches can result in serious consequences for Monroe County, including release of
confidential information, damage to reputation, the assessment of substantial fines, possible legal
liability and the potential loss of the ability to accept payment card and eCommerce payments.
III.DEFINITIONS
Cardholder: The customer to whom a payment card has been issued or the individual authorized to
use the card.
Cardholder Data: All personally identifiable data about the cardholder (i.e., account number,
expiration date, cardholder name.)
Cashiering Services: Monroe County department/office that approves all third-party service
providers and coordinates the policies and procedures for accepting payment cards.
Encryption: The process of converting information into an unintelligible form to anyone except
holders of a specific cryptographic key. Use of encryption protects information between the
encryption process and the decryption process against unauthorized disclosure.
Merchant Department: For the purposes of the PCI-DSS and this policy, a merchant department is
defined as a Monroe County department/office 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.
Payment Card: Any payment card/device that bears the logo of Discover Financial Services,
MasterCard Worldwide, or VISA, Inc. or other major credit card issuer.
Payment Card Account Change: Any change in the payment account including,but not limited to:
• 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.
e7IIIIwI
80
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Self-Assessment: The PCI Self-Assessment Questionnaire (SAQ) is a validation tool that is
primarily used by merchants to demonstrate compliance to the PCI-D S S.
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/offices and administrative areas which accept payment
cards regardless of whether revenue is deposited in a County financial account.
V. ACCEPTABLE PAYMENT CARDS
Monroe County Board of County Commissioners accepts VISA, MasterCard, Discover cards and
has negotiated contracts for processing payment card transactions.
VI.PROHIBITED PAYMENT CARD ACTIVITIES
Monroe County prohibits certain credit card activities that include, but are not limited to:
• Accepting payment cards for cash advances.
• Discounting a good or service based on the method of payment.
• Adding a surcharge or additional fee to payment card transactions, except for payment
card fees as allowed by F.S. 215.322 and as set forth in more detail below.
• 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
personal payment information in the course of conducting business on behalf of the County may sell,
purchase, provide, share, or exchange said information in any form including but not limited to
imprinted sales slips, copies of imprinted sales slips, mailing lists, tapes, or other media obtained by
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.
VIII. REFUNDS
When a good or service is purchased using a payment card and a refund is necessary,the refund must
be credited back to the account that was originally charged. Refunds in excess of the original sale
e7IIIIwI
81 "'
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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/office initiating the transaction is responsible for
notifying the Monroe County Clerk's Finance Department and for providing appropriate supporting
documentation.
X. MAINTAINING SECURITY
• County departments/offices and administrative areas accepting payment cards on behalf
of the County are subject to the PCI-D S S.
• The County prohibits the transmission of cardholder data or sensitive authentication data
via email or unsealed envelopes through County inter-departmental mail as these are not
secure.
• The County requires that all external services providers that handle payment card
information be PCI compliant.
• The County restricts access to cardholder data to those with a business "need to know."
• 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 otherwise in full compliance with PCI D S S.
• For paper media, cardholder data shall not be stored unless approved for legitimate
business purposes.
XI.RESPONSIBILITIES
Merchant Department Responsible Persons (MDRPs) are responsible for:
• Executing on behalf of the relevant County Department/Office, 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/office acknowledge
in writing that they have read and understood this Policy.
• Ensuring that all payment card data collected by authorized County departments/offices
accepted in the course of performing County business, regardless of whether the data is
stored physically or 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;
IIIIwI 1
82
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
• Email should not be used to transmit credit card or personal payment information. If it
should be necessary to transmit credit card information via email only the last four digits
of the credit card number can be displayed;
• Credit card or personal information is never downloaded onto any portable devices or
media such as USB flash drives, compact disks, laptop computers or personal digital
assistants;
• Fax transmissions (both sending and receiving) of credit card and electronic payment
information occurs using only fax machines which are attended by those individuals who
must have contact with payment card data to do their jobs;
• The processing and storage of personally identifiable credit card or payment information
on County computers and servers is prohibited;
• Only secure communication protocols and/or encrypted connections to the authorized
vendor are used during the processing of payment card transactions;
• The three or four digit validation code printed on the payment card is never stored in any
form;
• The full contents of any track data from the magnetic stripe are never stored in any form;
• The personal identification number(PIN) or encrypted PIN block are never stored in any
form;
• The primary account number(PAN) is rendered unreadable anywhere it is stored;
• All but the last four digits of any credit card account number are masked when it is
necessary 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
• 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.
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.
e7IIIIwI
83 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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/offices 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
• Review and modify the Application for Payment Card Account Acquisition or Change as
necessary.
XII. RESPONDING TO A SECURITY BREACH
In the event of an actual, possible, or suspected breach, the County department/office 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);
• Do not switch off the compromised machine. Instead, isolate the compromised system(s)
from the network by unplugging the network connection cable;
• Preserve logs and electronic evidence;
• Contact the County's Information Technology Department and the Clerk's Finance
Department immediately for further direction; and
• Log all actions taken.
IIIIwI8 4 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 Payment 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/office or
administrative unit not in compliance with this policy or that places the County at risk.
Any department/office 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.
e7IIIIw jjj
I
85 1 P1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D FORMS:
ATTACHMENT D.1 Monroe County Purchasing Authorization Form...........................85
ATTACHMENT D.2 Monroe County Request to Purchase form-This form is no longer used....86
ATTACHMENT D.3 Monroe County BOCC Audit Slip-This form is no longer used................87
ATTACHMENT DA Vendor File Request Form-This form is no longer used.........................88
ATTACHMENT D.5 Contract Summary Form for Contracts $100,000.00 and Under........89
ATTACHMENT D.6 Contract Renewal for Contracts $100,000.00 and Under..................90
ATTACHMENT D.7 Change Order Form................................................................91
ATTACHMENT D.7a Change Order Attachment......................................................92
ATTACHMENT D.8 Public Entity Crime Statement..................................................93
ATTACHMENT D.9 Sworn Statement Under Ordinance No. 010-1990 Monroe County,Florida...94
ATTACHMENT D.10 Non-Collusion Affidavit........................................................95
ATTACHMENT D.11 Drug-Free Workplace Form................................................... 96
ATTACHMENT D.12 Vendor Certification Regarding Scrutinized Companies Lists..........97
ATTACHMENT D.13 Affidavit Attesting to Noncoercive Conduct for Labor or Services...98
IIIIw861 Pca
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.1
MONROE COUNTY PURCHASING AUTHORIZATION FORM
Employee:
Name Title Department
LEVEL OF PURCHASE AUTHORITY
PLACE "X" IN THE BOX TO INDICATE LEVEL/TYPE OF AUTHORITY
PURCHASING
LEVELS FOR PURCHASING AUTHORITY "X"
TOTAL DOLLAR (WHO APPROVES/PAYS) AUTHORITY LEVEL
AMOUNT
$.01 -$51000.00 Department/Office Director or their designees.
Purchase Order not required.
$500.01 -$91999.99 Department/Office Director or their designees.
Requires the Requesting Department/Office to submit a Requisition in the
finance system to Purchasing.Price reasonableness documentation is
required to be maintained by the Requesting Department/Office.
$101000.00-$19,999.99 Department/Office Director or their designees.Requires the Requesting
Department/Office to submit a Requisition in the finance system to
Purchasing,along with two(2)or more price quotes which can be in the
form of written quotes from the vendor/contractor,documented verbal
quotes received from the vendor/contractor,emailed quotes from the
vendor/contractor,or documentation of pricing found on the internet.
$2000.00-$341999.99 Department/Office Director only for purchases of$20,000.00 and
above.(Designee allowed for purchases up to$19,999.99 only).
Requires the Requesting Department/Office to submit a Requisition in
the finance system to Purchasing along with two(2)or more price
quotes which can be in the form of written quotes from the
vendor/contractor,documented verbal quotes received from the
vendor/contractor,emailed quotes from the vendor/contractor,or
documentation of pricing found on the internet
$35000.00-$1001000.00 Requires the Requesting Department/Office to submit a Requisition in County Administrator,
the finance system to Purchasing along with two(2)or more price quotes Assistant County Administrator
which can be in the form of written quotes from the vendor/contractor, or Purchasing Director only
documented verbal quotes received from the vendor/contractor,emailed
quotes from the vendor/contractor,or documentation of pricing found on
the internet
$1001000.01 AND OVER BOCC prior approval required.Governed by County BOCC
ordinance,as supplemented by the Purchasing Policy Manual.
Competitive Bid process threshold is$150,000.01.
Authorization is for all current and future cost centers budgeted for this department/office unless otherwise
designated below.
Employee Signature Initials
Approved By: Approved By:
Department/Office Director/Assistant Director County Administrator
Assistant County Administrator
Purchasing Director
Eata)received
HASING USE ONLY:
&sent to Finance.
Purchasing Section
Initials Date
Revised BOCC 11/12/2025
01,111f, �1111 A, _J/II
ATTACHMENT D.2
MONROE COUNTY BUDGET & FINANCE
PURCHASING DEPARTMENT
PH: 305-292-4453 FAX: 305-292-4515
REQUEST TO PURCHASE
To: P u A� s enartment Date:
I L
From(Dept.): r j Purchasing Approval:
Name: By:
Phone/Ext: Account:
Ship Code to Location: t/zroject
Qt . Unit Prod.# Description ft Total Cost Acct. #
7`
Total
Items needed by:
Vendor Name:
Remarks/Recommendations:
Administrative Instructions:
Reviewed ( ) By: -Date:
Purchasing Office use only:
Reviewed ( ) By: -Date:
Revised BOCC 3/15/17
IIIIwI
88 P,
�1111��j 1",1111 N1111111ij I
V P111111',"I P1111111 R, C01,T1111111111]F 11116""1111")�1111111/ Plivill I SS 10P111111 E R's Uph,l�� LAISIP111111111111GI 1"-IL1111, 111
ATTACHMENT D.3
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AUDIT SLIP
Vendor Name Vendor Number
Invoice#
Invoice Date
Invoice Amou S,
Fund/ (Optional) (Optional)
Cost Ctr ecount# Project# Project Acct Amount
Description
(opt)
7SDescription
(opt)
1 0 Ov Description
apt
( 1 0 e7r escription
Op
Des
(opt)
Review Signature Date
Approve to $1,000.00 Signature Date
$1,000.01 to $5,000.00 Signature Date
$500.01 to $1000.00 Signature Date
$1000.01 to $19,999.99 Signature Date
$20,000.00 to $49,999.99 Signature Date
$509000.00 & 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.
R,eli,,i sed 1 12,1112 02 89 P Ca g el
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il"'m to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT DA
FOR FINANCE CE USE ONLY
�a „fl�w O N ROE COUNTY
VEN D
3
�9BOARD OFCOUNTYCOMMISSIONERS
LSD '"
VENDIOR" rRECA"U E ST low 0 R M DATE:
VENDOR:REQ EST FORM MUST BE A.CC0MlPA, II AID BY
9 FORM COMPLETED SIGNED Y THE VENDOR
(N -.Form must be completed for foreign corporations h s. .rs. u u lrs d
Vendor ElChainge Vendor Information
atio
Vendor Name. S Z****
Search NI me brew.
Street Address.
-
P.O.. Ox.
tStaZ .
'hone. mail. .41.,
Vendor a Rance Name an �� ��� abo ve)
Vendor NIa e.
Sect Address: P.
City/State/Zip.
ContactName: Contaict Phone:
1099 Required?
Tax ID Number or SSu. (Dyes ONo
FAX Number. If Yes,please check le:
Email. 0 A Attorneys
r se of New Vendor: Medical/Heatthcare Payments
N Non-Employee Compeiisation
R Rentals
Requested'By" Dept;
Signature of Req�uestor:
Please�I Ieturn the r iete Form the Clerks O filte
via APOWm�onro,e-clerk.comi or via Courier STOP
Revised BOCC 3/18/2020
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.5
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS $100,000.00 and Under
Contract with: Contract#
Effective Date:
Expiration Date:
Contract Purpose/Description:
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager:
(Name) (Ext.) Email Address
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $
(must be$100,000 or less) (If multiyear agreement then
requires BOCC approval,
unless the total cumulative
amount is$100,00.00 or less)
Budgeted?Yes ❑ No ❑
Grant: $ County Match: $
Fund/Cost Center/Spend Category:
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e.g.maintenance,utilities,janitorial, salaries,etc.)
Insurance Required: YES ❑ NO ❑
CONTRACT REVIEW
Reviewer
Department/Office Director/ Signature:
Assistant Director
County Attorney Signature:
Risk Management Signature:
Purchasing Signature:
(email contracts gmonroecounty-fl.gov)
OMB Signature:
(email OMBgmonroecounty-fl.gov)
Comments:
Revised BOCC 11/12/2025
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.6
COUNTY ADMINISTRATOR
CONTRACT RENEWAL FORM FOR CONTRACTS $100,000.00 and Under
Contract with: Contract#
Renewal Date:
Expiration Date:
Contract Renewal Notes:
FAILURE TO MEET ONE OR MORE OF THE CONDITIONS SET FORTH BELOW
WILL REQUIRE APPROVAL BY THE BOCC
El The BOCC approved agreement provided for a renewal subject to the terms and conditions set
forth in in the initial contract.
❑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 $100,000.00 and under.
The following Contract Manager has verified that the above conditions have been met.
Contract Manager:
(Name) (Ext.) Email Address
Revised BOCC 11/12/2025
IIIIwI9 2 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.7
MONROE COUNTY/ENGINEERING PROJECT MANAGEMENT
CONTRACT CHANGE ORDER
PROJECT TITLE: CHANGE ORDER NO: #
ICONTRACT DATE: (date executed)
TO CONTRACTOR:
The Contract is changed as follows: (use underlining only— no highlighting or deletion)
The original (Contract Sum) (Guaranteed Maximum Price) ...........................................$
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
Change Order .............$
The new(Contract Sum) (Guaranteed Maximum Price) including this Change Order is
The Contract Time will be (increased) (decreased) (unchanged) by................................. #of Days
The date of Substantial Completion as of the date of this Change Order is........................(new date)
Detailed description of change order and justification:
Justification here. If a time change:show original and new substantial completion dates.
Change order is 0 % of original contract price
Not valid until signed by Owner.Architect(if aaalicable). and Contractor
ARCHITECT (AS APPLICABLE)::
Sign & Print Name Date
CONTRACTOR:
Sign & Print Name Date
DEPARTMENT/OFFICE DIRECTOR:
Sign & Print Name Date
COUNTY/ASSISTANT ADMINISTRATOR:
Sign & Print Name Date
FDOT (AS APPLICABLE)
Sign & Print Name Date
Revised BOCC 11/12/2025
IIII ;w
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.7a
Change Order Attachment per Section 2-348
• Change Order was not included in the original contract specifications. Yes❑ No❑
If Yes, explanation:
• Change Order was included in the original contract specifications. Yes ❑ No❑
If Yes, explanation of increase in price:
• Change Order exceeds $100,000 or 5% of contract price (whichever is greater). Yes ❑ No ❑
If Yes, explanation as to why it is not subject for a calling for bids:
• Project architect approves the change order. Yes❑ No ❑
If no, explanation of why:
• Change Order is correcting an error or omission in design document. Yes ❑ No ❑
Should a claim under the applicable professional liability policy be made?Yes ❑ No ❑
Explain:
Revised BOCC 11/12/2025
IIIIwI94 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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,
proposals, or replies 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 Statutes, 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.
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or
❑ online notarization, on (date) by
(name of affiant). ❑ He ❑ She is personally
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 7/17/2024
IIIIwI9 5 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.9
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
LL
(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 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.55
(Signature)
Date:
STATE O F:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or
❑ online notarization, on (date) by
(name of affiant). ❑ He ❑ She is personally
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
My Commission Expires:
IIIIwI96 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.10
NON-COLLUSION AFFIDAVIT
I, of the city of according to law on
my oath, and under penalty of perjury, depose and say that
a. I am of the firm of
the bidder
making the Proposal for the project described in the Request for Proposals
for
and that I executed the said
proposal with full authority to do so;
b. the prices in this bid have been arrived at independently without collusion,
consultation, communication or agreement for the purpose of restricting
competition, as to any matter relating to such prices with any other bidder or with
any competitor;
C. unless otherwise required by law, the prices which have been quoted in this bid
have not 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
knowledge that Monroe County relies upon the truth of the statements contained
in this affidavit in awarding contracts for said project.
(Signature)
Date:
STATE O F:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or
❑ online notarization, on (date) by
(name of affiant). ❑ He ❑ She is personally
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
My Commission Expires:
Revised BOCC 3/18/2020
IIIIwI9 7 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 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) 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.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
(Signature)
Date:
STATE O F:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me, by means of ❑ physical presence or
❑ online notarization, on (date) by
(name of affiant). ❑ He ❑ She is personally
known to me or has produced (type of identification)
as identification.
NOTARY PUBLIC
Revised BOCC 8/17/2022
My Commission Expires:
IR, IIIIwI 1
1.1 1 98 1 P
li,,,,,.� ..•"M1�Ilp d,,,.... 1... III pipe ... ....
pppiii Illlp i„il to h I .W Illlililil to,,to .Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.12
VENDOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES LISTS
Project Description(s):
Respondent Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative Name and Title:
Address:
City: State: Zip:
Phone Number:
Email Address:
Section 287.135,Florida Statutes prohibits a company from bidding on,submitting a proposal for,or entering
into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal,the
company 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 a proposal for, or entering into or renewing a contract for goods or
services of$1,000,000 or more,that are on either the Scrutinized Companies with Activities in Sudan List or
the Scrutinized Companies with Activities in the Iran Terrorism Sectors 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
Terrorism Sectors List, or engaged in business operations in Cuba or Syria.
I understand that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may
subject company to civil penalties, attorney's fees, and/or costs. I further understand that any contract with
the County may be terminated,at the option of the County,if the company is found to have submitted a false
certification or 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 Iran Petroleum Terrorism Sectors List or been engaged in business operations in Cuba
or Syria.
Vendor has reviewed Section 287.135,Florida Statutes, and in accordance with such provision of Florida
law, is eligible to bid on, submit a proposal for, or enter into or renew a contract with Monroe County for
goods or services.
Certified By: ,who is authorized to sign
on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
Note: The List are available at the following Department of Management Services Site:
t
............. nrn .oraeoncnv�cte su e
..........
....:........... .:...:.:....::...: ...........c laints...........:ven r..........:ists
:........: ...............................:
Revised BOCC 7/17/2024
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.13
AFFIDAVIT ATTESTING TO NONCOERCIVE CONDUCT
FOR LABOR OR SERVICES
Entity/Vendor Name:
Vendor FEIN:
Vendor's Authorized Representative:
(Name and Title)
Address:
City: State: Zip:
Phone Number:
Email Address:
As a nongovernmental entity executing,renewing, or extending a contract with a government entity,
Vendor is required to provide an affidavit under penalty of perjury attesting that Vendor does not use
coercion for labor or services in accordance with Section 787.06, Florida Statutes.
As defined in Section 787.06(2)(a), coercion means:
1. Using or threating to use physical force against any person;
2. Restraining, isolating, or confining or threating to restrain, isolate, or confine any person
without lawful authority and against her or his will;
3. Using lending or other credit methods to establish a debt by any person when labor or
services are pledged as a security for the debt, if the value of the labor or services as
reasonably assessed is not applied toward the liquidation of the debt,the length and nature
of the labor or service are not respectively limited and defined;
4. Destroying, concealing,removing, confiscating,withholding, or possessing any actual or
purported passport,visa, or other immigration document, or any other actual or purported
government identification document, of any person;
5. Causing or threating to cause financial harm to any person;
6. Enticing or luring any person by fraud or deceit; or
7. Providing a controlled substance as outlined in Schedule I or Schedule II of Section
893.03 to any person for the purpose of exploitation of that person.
As a person authorized to sign on behalf of Vendor, I certify under penalties of perjury that Vendor
does not use coercion for labor or services in accordance with Section 787.06.Additionally, Vendor
has reviewed Section 787.06, Florida Statutes, and agrees to abide by same.
Certified By: ,who is authorized
to sign on behalf of the above referenced company.
Authorized Signature:
Print Name:
Title:
IR,e IIII Is, I 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT D.14
Monroe County
Selection Committee Conflict of Interest/Confidentiality Certification Form
1. You have been selected to participate in the evaluation of responses received as the
result of the competitive solicitation referenced below. Your selection was based upon _your
qualifications and knowledge in this area and your ability to develop an objective/subjective
analysis of each response. You are required to report to Monroe County ("County") an
actual or potential conflict of interest.
2. It is essential that the integrity of the evaluation process be maintained to ensure that
each proposal is liven fair and equal consideration. The written/electronic responses to the
solicitation and any subsequent respective clarifications and/or negotiations must stand
alone. As a Selection Committee member, you must be objective and guard against any
tendency to favor a particular manufacturer, firm or individual.
3. It is important that you understand the importance of following the Florida Sunshine
law, which is in effect during the evaluation process and proceedings of the Selection
Committee meetings. Once the evaluation process has started, it is essential that any contact
with the Proposers/Bidder's be through the County's Purchasing Office. Additionally,you
are not to communicate any information about this solicitation process, except during formal
Selection Committee meetings, with any vendor or potential vendor/contractor/consultant
prior to award by County, nor shall you discuss proposal evaluations with anyone other than
fellow Selection Committee members at the publicly posted meetings. The Florida Sunshine
law is in effect until the County has awarded the contract.
4. As set forth in Sections 112.313, Florida Statutes, public officers and employees of the
County may not have any interest, financial or otherwise, direct or indirect; ens!as!e in any
business transaction or professional activity; or accept any obligation of any kind which is in
conflict with the proper conduct of their duties in the public interest.
5. I recosnize that public officers and employees are expected to honor the ethical
obligations inherent in public service. These obligations 20 beyond mere legal obligations and
demand from the public officers and employees a sweater sensitivity to their conduct, as well
as the public's perception of such conduct.
6. Public officers and employees are expected to safeguard their ability to make
objective, fair, and impartial decisions, and therefore may not accept benefits of any sort
under circumstances in which it could be inferred by a reasonable observer that the benefit
was intended to influence a pending or future decision of theirs, or to reward a past decision.
Public officers and employees should avoid any conduct (whether in the context of business,
financial, or social relationships) which might undermine the public trust,whether or not
that conduct is unethical or lends itself to the appearance of ethical impropriety.
IIII Is, I
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
7. In accordance with 2 C.F.R. V00.318(c)(1), the County maintains the following
standards of conduct covering conflicts of interest and governing the actions of its employees,
officers, agents or board members enpaped in the selection, award and administration of
contracts.
(a) No employee, officer, agent or board member may participate in the selection, award,
or administration of a contract supported by a Federal award if he or she has a real or
apparent conflict of interest. Such a conflict of interest would arise when the employee,
officer, went, or board member, any member of their immediate family, their partner, or an
orianization that employs or is about to employ any of the parties indicated herein, has a
financial or other interest in or a tangible personal benefit from an entity considered for a
contract.
8. An officer, employee, went and board member of the County may neither solicit nor
accept gratuities, favors, or anything of monetary value from contractors.
(a) In addition to the obligations set forth above, any and all employees of the County
who hold a position on the Selection Committee are subject to the provisions of the Personnel
Policy & Procedures Manual.
(b) If any Selection Committee member has any questions on any aspect of this form, you
should contact the Purchasing Office for clarification.
9. If the financial interest is not substantial or the lift is an unsolicited item of nominal
value, no
further action will be taken. However, disciplinary actions will be applied for violations of
such standards otherwise.
10. As a selection committee member, you are to follow the provisions as set forth above.
11. To emphasize the importance of the above characteristics, you are asked to sign the
following statement:
I have read and understand the above and agree to be bound by the State of Florida
Sunshine law, rules and principles represented. I know of no conflict of interest on my
part, nor have I committed any indiscretion nor accepted any iratuities or favors that
would compromise my impartiality. My recommendations shall be based upon an
objective/subjective review of the offeror's response and the appropriate award
criteria from the solicitation in accordance with Monroe County's procurement
policies and procedures.
I certify that I have no present conflict of interest on the projects identified below, and
that I will recuse myself from any capacity of decision making, approval, disapproval,
or recommendation of any consultant/contractor/vendor for selection on any contract
if I have a conflict of interest or a potential conflict of interest.
As a selection committee member, I will maintain the confidentiality of all information
not made public by Monroe County related to the procurement of the below-
referenced ("Project") that I lain access to as a result of my involvement with the
Project ("Procurement Information"). I understand that Procurement Information
includes, but is not limited to, documents prepared by or for the County related to
procurement of the Project. I also understand that Procurement Information includes,
but is not limited to, documents submitted to the County by entities seekinp, an award
IIII Is, I
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
of the Project ("Proposers"). I understand that Procurement Information may include
documents submitted by Proposers related to letters of response/letters of interest,
technical proposals, price proposals, financial proposals, and information shared
during exempt meetings. I also understand that Procurement Information may also
include documents that evaluate or review documents submitted b- Proposers, and
information rei!ardint!Project cost estimates. I also agree not to discuss the Proi ect
with anyone who is a member of or acting on behalf of a Proposer.
Unless so ordered by a court of competent jurisdiction or an opinion of the Monroe
County Attorney's Office, I will not divulge any Procurement Information except to
individuals who have executed a Conflict of Interest/Confidentiality Certification. If I
am contacted by any member of the public or the media with a request for
Procurement Information, I will promptly forward such request to the County's
Purchasing Office. I will also maintain security and control over all documents
containing Procurement Information which are in my custody.
I agree not to solicit or accept gratuities, unwarranted privileges or exemptions,
favors, or anything of value from any firm under consideration for an agreement
associated with the Project, and I recognize that doing so may be contrary to statutes,
ordinances, and rules Lyovernint! or applicable to the County or may otherwise be a
violation of the law.
I agree not to eniau in bid tampering, pursuant to Section 838.22, Florida Statutes.
I realize that violation of the above-mentioned statutes would be punishable in
accordance with Section 112.317, and Section 838.22, Florida Statutes, and could
result in disciplinary action by the County.
Insert the Competitive Solicitation Name/Project:
Bid Openiniz Date:
The undersisned individual agrees to the terms of this Conflict of Interest/Confidentiality
Certification.
Selection Committee Member:
Printed Name
Sisnature Date
IIII Is, I
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT E FORMS
FEDERAL FORMS TO BE USED WHEN FEDERAL FUNDS ARE UTILIZED OR
EXPECTED TO BE UTILIZED AS SET FORTH IN CHAPTER 14
IIIIwI104 1 Pl
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT E.1
Monroe County Procurement Form
(For all Purchasing $10,000.00 or more)
Requirement (good/services to be procured):
If brand name or equal salient characteristics are.-
Market Research:
Research Method:
❑Internet ( )
❑Prior procurement files ( )
❑Personal Knowledge of Local Trade Area( )
❑Other ( )
Potential Sources:
Estimated Purchase Price: $
Additional Considerations: Considered Notes:
Federal Surplus Property ❑
Aggregates or Break Up ❑
Purchase
Lease vs. Purchase ❑
Planned/Expected Contract Tyne:
❑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
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
restrictions (See§200.318 0)(1)
Procurement Method:
❑ Small Purchase Procedure ($10,000.00 ❑ Sole Source $10,000.00 or more
Through $100,00.00) ❑ Written Solicitation of Noncompetitive-proposals Justification(refer
Price Quotes (Please include) to Chapter 14/2 CFR200.320(f):
❑Oral Solicitation of Price Quotes
(attach documentation noting oral price quotes)
Vendor contact information/Price quoted
Notification/Publication Plan: N/A if Micro-Purchase;Must be formally publicized if"estimated
Purchase Price"is in excess of$150,000.00
IIIIwI10 6 1
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Revised BOCC 4/19/2023
ATTACHMENT E.2
Monroe County Procurement Form
(For all Federal Competitive Solicitations of more than $150,000.00)
Solicitation Issue Date:
Requirement (goods/services to be procured):
Responses/Bids/Offerors Received:
Name Date Received/Bid opening Date Checked in
SAM/DMS/etc. as
per Entity Checklist
Attachment E.
Selected Firm/Person/Entity/Company:
Selection Rationale: The bid/Proposal was most advantageous to the County, price and other
factors considered because
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
Revised BOCC 4/19/2023
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT E.3
Debarred, Suspended or Ineligible Entity Checklist
Entity Name:
Federal/State Funding Agency:
Federal/State Funding Program:
Federal Excluded Parties List System (EPLS) : Yes❑
SAM.gov No❑
Forced Labor/Convicted/Discriminatory/Suspended/Antitrust/ Yes❑
Scrutinized/Federal Excluded Parties/Vendor Lists: No❑
dms.myflorida.com
US DHHS List of Excluded Individuals and Entities (LEIS): Yes❑
Exclusions/oig.hhs.gov No❑
Verified By:
Signature
Printed Name
Title, epartment ice
Revised BOCC 11/12/2025
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
ATTACHMENT E.4
Disaster Request for Purchase
Date of Request: Requester Name:
Requester Phone: Requester Email:
Requesting Department/Office: Vendor Name:
Incident Name:
Request:
Reason for Request--how was this caused by the incident?
Type of purchase:
Replenish Stock New Items/Materials Insurance Claim Claim #
Repair Work Replacement due to damage (Include copy of all claim-related documents)
Where are the items/materials/goods/services being used?
What is the location of the repair or replacement work?
If repair or replacement, is this temporary Priority: Low Routine Urgent
or permanent?
Temporary Permanent
Order Details:
Qt Item Description Cost per Unit Total Expense
Total Cost:
Please attach the required 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
FDEM Approval Needed? Yes No
Revised BOCC 11/12/2025
IIIIw10 9 1 P
01,111f, �1111 A, _J/II
ATTACHMENT E.5
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
DISASTER AUDIT SLIP
Vendor a Vendor Number
Invoice# Invoice Date Invoice Amount
Requester Name `-Now 4*yf1 , —Requester Department Incident Name
How was this caused by the R`.,
Type of purchase: Replenish Stock Naews/ to .* IS Repair Work Replacement due to damage
What is the location(Address and Facility Name)of th*er r lacement work or where the items/materials
will be used? If this is relating to a vehicle,include the Coup is D and VIN.
G,
01I
'N"111 k-j
If repair or replacement,is this temporary or permanent? Temporary in ent
Has an insurance claim been filed?If yes,what is the claim number"?
Priority: Low Routine 'Urgent Disaster Tracking Number-4
Fund/
Cost Ctr Account# Project# Project AM# Amount
Description(Opt)
Description(Opt)
Description(Opt)
Review Signature Date
Approve to$1,000.00 Signature Date
$1,000.01 to$5,000.00 Signature Date
$5,000.01 to$101000.00 Signature Date
$101000.01 to$191999.99 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.
Revised 3/18/2020
Rel,,,,ilsed I 110 P 'CIO)
li,,,,,.� .�."'M1�Ilp d,,,... 1... III pipe ... ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 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 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 or any firm based in this state which has a Small Business Administration 8(a)
certification.As applicable to sole proprietorships,the$5 million net worth requirement shall include both
personal and business investments.
Contractor may refer to F.S. 288.703 for more information.
Contractor Sub-Recipient: Monroe County
Signature Signature
Print Name: Printed Name:
Title: Title:
Verified via:
..........:......:...... s: s s. : o i a®co irec ores
Address: DEM Contract:
City/State/Zip
Date: FEMA Project Number:
Revised BOCC 11/12/2025
111 JP �
01,111f, �1111 A, -V/II
APPENDIX A, 44 C.F.R. PART 18 Certification Rmardinp, Lobbvin2
(To be submitted with each bid or offer exceeding $100,000)
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies,to the best of his or her knowledge and belief,that:
1. No Federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer oremployee 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.
2 If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency,a Member of Congress,
an officer oremployee 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 For 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 subrecipTents shall certify and disclose
accordingly. This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by section 15 , title 3 1, U.S. Code. If any funds
have been paid or will 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 commitment providing for the United States to
insure or guarantee a loan, the undersigned shall complete and submit Standard Form-LLL,
"Disclosure of Lobbying Activities," in accordance with its instructions. Submission of this
statement is a prerequisite for making or entering into this transaction imposed by section 1352,title
3 1, U.S. Code. Any person who fails to file the required statement shall be subj ect 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
IIIIwI
112 1 Pla
01,111f, �1111 A, _V/II
DISC LAG SUR E QF11 LOBBY ING ACIIVITIES Approved by OMB
C ii im I et to t h i s-fo r�m to ullIpil plielill 11 o 13 b y,i in g ,a ct 1v i till lie S pu 11-s"L1,a 11"t'to 31 U &C., 11352 0348-0,0146
,(See rie'vierse f ir Lwl Illlliiiii IIbtfirclen disiclosurie
AIL pe of"Fed erall Actioni: 21., Status of Feder-�al Actili I. Relpilli Typilill
filing
a. z n ra c 111d" a .,a, 1i in I t 1i a I ii
L] I
Ib. giria nt., b h1i[I"JIal awarc! Im isteirilial change,
c., cooperative,agre,18111117nient., c. post aw,a,rd Illy II t riii IIII Chianill9 le, Only:
d. lo,a ril y e,a ii- q U a rte!ir
e
t ireport
e of"I as. ln guiaraintee d al,
f". lban inzLiirance
i 4 ly, I n N loi. 4 is�a, �S u bi,awia�irdeiije, E nte r N am�e. Name�i ia�iiiiid Adidres.s�oll;,f Rieilp or tiing Enithy�: 5. If Repo t�r,ilngi E 11 it"I 111t''
Ej Prime Sdibatmardill and Address.of Prim&:
Tier
An
if k ....
1111 ...........I IID t ls: Q WD............ Co�i,igressioniial Disitric .................................................
e nit elDillescripflill 6 Fle d el r a 1�D e p a,irtlin, JA ig 43�1 in c y: T., Fedeiral� Program Niamil
CFDAIII L]HimlIbll If'@ A gs�� -
pp ........................................................................
8 F e d el r a 1I A ctlij o iiii, N ti,iil m 111e ir,if kti Q z 9.,A,wia,ird�A mi o u 11 t, ifkn Q. wt.,.i.........Im,
...........................................:.......................................... ....................................................................................
idi&-eiss if 10. a., II IiamIll anilidAddiresis of Lobblyiing II lligistmilit, bi. Indiviclua III s Perfollirining servilliceis (Kira cluding c
(if roll dividual, la,& t7-arne'- fir5 t'n,B1,l AM` dfifferetzt,from,No I i
I............
(Jasl t7aitne,,, ifir-31 Ilamle,
11 II II ,1.. llrec�pm ts,,s�,InA 11111is,far'n-1 ls l."PY fiflie,"11 11 C s,ectiur,, Sd gniature!,,,
'1352. Tlim ri!m�;llcxsxv u0 ls a n iiI c�d'lact
iii gm:-xin-whil relliaric"f'!was pillact mA Luy fl[�ile I'll mk.0m:vvt".'!MA-m-1 811is, mww il
oir,ertinil il Thit; ,Ahvdlcmp Im ii III Jill Iiii j;qjjIljjj "'11 1 IS C. '1".1352, 71�iil Pir int Namle,-
II III
ct-mingrew sen��ii 11111,11111 All and V041H Lifin avz�ldlahflk!br
plu 1;11 i c i mp ecti wmt Arr,Y i!I v1" flo,,'Ijj h 11111111tg fdle tm! rei,juirml dimksi,are steal EAR!, Tltle-
sil jk.,�Ject a ici��vi 1�:Pnli c.glf r.'a lir I.ti.a.;11112$10,Qr I zw�iid il 11-ii fll�mri 51()0,()mI kir
EACIIIIAN'l,cl.-I I'milill Am ........................ Tel,eplhli No Diat'll
Fed,&ral Use Only: Authloofizedfo,r LocII Reproduction
i 97'
St and ard Fairrni L L L(Rev.T_
Rclii,,ilsed I I 113 1 P1 ca g
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
pppiii Illlp i„il to h I .W Illlililil to,,to Illlllo° Illllld' of ilililiil liiiii i ...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
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 a covered Federal action,or a material change to a previous filing,pursuant to title 31 U.S.C.
section 13 52.The filing of a form is required for each payment or agreement to make payment to any 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.Complete
all items that apply for both the initial filing and material change report.Refer to the implementing guidance published
by the Office of Management and Budget for additional information.
1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome
of a covered Federal action.
2. Identify the status of the covered Federal action.
3. Identify the appropriate classification of this report. If this is a follow up report caused by a material change to the
information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last
previously submitted report by this reporting entity for this covered Federal action.
4. Enter the full name,address,city,State and zip code of the reporting entity.Include Congressional District, if known.Check
the appropriate classification of the reporting entity that designates if it is,or expects to be,a prime or subaward recipient.
Identify the tier of the subawardee,e.g.,the first subawardee of the prime is the 1 st tier. Subawards include but are not
limited to subcontracts,subgrants and contract awards under grants.
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 organizational level below
agency name,if known.For example,Department of Transportation,United States Coast Guard.
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.
8. Enter the most appropriate Federal identifying number available for the Federal action identified 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."
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 commitment 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 registrant under the Lobbying Disclosure Act of
1995 engaged by the reporting entity identified in item 4 to influence 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).
11. The certifying official shall sign and date the form,print his/her name,title,and telephone number.
According to the Paperwork Reduction Act,as amended,no persons are required to respond to a collection of information unless it displays a valid
OMB Control Number. The valid OMB control number for this information collection is OMB No. 0348-0046. Public reporting burden for this
collection of information is estimated to average 10 minutes per response,including time for reviewing instructions,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,DC 20503.
Rl,,i i is e 1. 114 1
� � "' a
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Exhibit A Sample 1--Notice of Intended Decision for Construction Bids
February 14, 2013
To: All Bidders
Re: Notice of Intent to Award a Contract Watson
Bridge Repair Project
To Whom it May Concern:
This letter will serve as notice of Monroe County's intent to award a contract to
, the lowest responsible bidder for the Watson Bridge Repair Project at
the 2014 Board of County Commissioner's Meeting.
Construction bids for the Project were received by the Monroe County
Purchasing Office on 2014.
Sincerely,
Judith S. Clarke, P.E.
Director of Engineering Services
Revised BOCC 11/12/2025
115 1 Pca
li,�.,.� .�."'M1�Ilp d,,,... 1... III pipe ,.. ....
ppp�iii Illlp i�„il to h���I� .�W Illlililil to,,to Illlllo°� Illllld' ��of ilililiil liiiii i�� �...it ii I ililillll li �lo�d f,,� IIIIII lililiili q/II
Exhibit A Sample 2--Notice of Intended Decision for RFPs & RFQs
To: All Respondents
Re: Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for the Asphalt Pavement Evaluation and Management
Services (RFP)
Or
Notice of Intent to Negotiate a Contract
Request for Competitive Solicitations for Engineering Design and Permitting Services for the Card
Sound Bridge Repair Project(RFQ)
To Whom it May Concern:
This letter will serve as notice of Monroe County's intent to grant approval for staff to negotiate a
contract with , the highest ranked respondent, for Engineering Design and
Permitting Services for the Card Sound Bridge Project at the March 20, 2013, Board of County
Commissioner's Meeting.
Proposal responses for the Engineering Design and Permitting Services for the Card Sound
Bridge Project were received by the Monroe County Purchasing Office on March 1, 2013.
Sincerely,
Judith S. Clarke, P.E.
Director of Engineering Services
Revised BOCC 11/12/2025
IIIIwI116 1