HomeMy WebLinkAboutResolution_09-23_5/11/2023RESOLUTION 09-23
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, APPROVING AND ADOPTING REVISED
PURCHASING POLICIES AND PROCEDURES, PROVIDING
GUIDANCE AND INSTRUCTION FOR STAFF; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, staff is submitting to the Village Council a revised purchasing policy,
attached hereto as "Exhibit A", establishing administrative policy for the Village of
Tequesta; and
WHEREAS, the revised policy updates the Village's current practices and
procedures, and brings the Village into compliance with purchasing "best practices" and
establishes the overall procedures for purchasing -related activities; and
WHEREAS, an adequate purchasing policy serves as sound guidance to ensure
that the Village's taxpayers receive the best value for Village purchases; and to
establish proper controls, cooperative assistance and lawful practices that are efficient
and effective in obtaining the goods and services needed for Village operations; and .
WHEREAS, the attached "Exhibit A", from time to time, will be modified, updated
and amended by the Village Council, based upon policies as determined by Village
Council, statutory and other compliance requirements, changing market conditions,
and/or recommendations and proposed modifications from Village Management.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1: Resolution 09-23, revising the purchasing policies and procedures
of the Village of Tequesta, Florida is hereby approved and adopted as submitted and
attached hereto as "Exhibit A".
Section 2: This Resolution shall become effective immediately upon passage.
RESOLUTION Date
9-23 5/11 /2023
Motion Vice -Mayor Laurie Brandon Second Council Member Patrick Painter
Mayor Molly Young
Vice -Mayor Laurie Brandon
Council Member Frank D'Ambra
Council Member Patrick Painter
Council Member Rick Sartory
FOR
AGAINST
ABSENT
CONFLICT
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The Mayor thereupon declared the Resolution duly passed and adopted.
MAYOR OF TEQUESTA:
Molly Young
ATTEST:
Lori McWilliams, MMC
Village Clerk
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SEAL
INCORPORATED
EXHIBIT A
VILLAGE OF TEQUESTA, FLORIDA
PURCHASING POLICIES AND PROCEDURES
Policy Resolution 02-22
Effective Date
May 11, 2023
Table of Contents
I.
OBJECTIVE......................................................................................................................... l
Il.
EXCEPTION........................................................................................................................1
III.
RESPONSIBILITY..................................................................................................................1
IV.
DEFINITIONS.......................................................................................................................1
V.
ETHICAL CONDUCT..........................................................................................................5
VI.
AUTHORITY AND RESPONSIBILITY.....................................................................................6
A.
User Department................................................................................................................
6
B.
Finance Department.........................................................................................................7
C.
Designees............................................................................................................................7
VII.
PURCHASE REQUISITION/PURCHASE ORDERS...............................................................7
A.
Purchase Requisitions.........................................................................................................8
B.
Purchase Orders.................................................................................................................8
VIII.
LEASE AGREEMENTS.........................................................................................................9
IX.
CONTRACTS......................................................................................................................9
X.
PROCUREMENT THRESHOLDS..........................................................................................9
A.
Discretionary Procurement...............................................................................................9
B.
Informal Procurement......................................................................................................10
C.
Formal Procurement........................................................................................................10
D.
Competitive Procurement..............................................................................................10
XI.
METHODS OF ACQUISITION - COMPETITIVE PROCUREMENT....................................10
A.
Sealed Competitive Bids.................................................................................................10
B.
Request for Proposals/Requests for Qualifications......................................................10
C.
Invitation to Negotiate....................................................................................................10
D.
Requests for Information.................................................................................................1
1
E.
Submissions........................................................................................................................11
F.
Evaluation Procedures.....................................................................................................1
1
G.
Village's Reservation of Rights........................................................................................13
XII.
ADDITIONAL REQUIREMENTS.........................................................................................14
XIII.
EXCEPTIONS.....................................................................................................................14
A.
General Exceptions from Procurement Threshold Requirements..............................14
B.
Utilization of Other Governmental Entities' Contracts................................................15
C.
Cooperative Acquisitions................................................................................................15
D.
Sole Source and Village Standard.................................................................................15
E.
Emergency Acquisitions..................................................................................................16
F.
Best Interest Acquisitions.................................................................................................16
XIV.
VILLAGE COUNCIL APPROVAL.....................................................................................16
XV.
PROTEST PROCEDURES...................................................................................................17
A.
Standing............................................................................................................................17
B.
Procedure..........................................................................................................................17
XVI.
CHANGE ORDERS...........................................................................................................19
A.
Village Council Approved Contracts............................................................................19
B.
Village Manager approved contracts........................................................................20
XVII.
REVENUE GENERATING CONTRACTS...........................................................................20
XVIII.
AUTHORITY TO DEBAR OR SUSPEND.............................................................................20
A.
Authority............................................................................................................................20
B.
Decision . ............................................................................................................................
20
C.
Criteria...............................................................................................................................21
D.
Finality of Decision............................................................................................................21
E.
Appeal...............................................................................................................................21
F.
Reinstatement...................................................................................................................22
XIX.
CONE OF SILENCE..........................................................................................................22
A.
Prohibited Communication............................................................................................22
B.
Effective Dates..................................................................................................................23
C.
Notice................................................................................................................................23
D.
Permitted Communication.............................................................................................23
E.
Violations...........................................................................................................................24
XX.
LOCAL BUSINESS PREFERENCE PROGRAM..................................................................24
XXI.
FEDERAL AND STATE PROJECTS; FEDERAL GRANTS....................................................25
XXII.
PRE -QUALIFICATION OF BIDDERS - CONSTRUCTION PROJECTS; BONDS................26
XXIII.
PAYMENT.........................................................................................................................26
XXIV.
ADVANCING PERSONAL FUNDS...................................................................................27
XXV.
FISCAL YEAR-END PROCEDURES...................................................................................28
Village of Tequesta, Florida
PURCHASING POLICIES AND PROCEDURES
OBJECTIVE
This directive will apply to all purchases of the Village irrespective of the funding
source. This directive is designed to ensure that the Village procures all items
at the lowest and best price consistent with the quality of materials,
workmanship or level of service performance required. No purchase of items
shall be authorized unless adequate funds have been appropriated.
II. EXCEPTION
Grant agreements may contain provisions or requirements related to
purchasing procedures, the disposition of fixed assets, etc., that differ from the
Village's procedures. In the event that there is a conflict between a grant
provision/requirement and a Village procedure, the grant provision/requirement
will take precedence over the Village procedure.
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It shall be the responsibility of the Village Manager and all employees involved
in the purchasing process to comply with all procedures, guidelines and
instructions as set forth in this policy.
IV. DEFINITIONS
AGREEMENT - see contract.
APPROPRIATION — An act by the Village Council that authorizes the
expenditure of specific dollar amounts for various purposes including the
purchase of items.
AUTHORIZATION - An act by an authorized officer, approving the expenditure
of Village funds. For the originating department, the authorizing officer is the
Department Director or designee. For the Finance Department, the authorizing
officer is the Finance Director or designee. For all purchases over $25,000,
authorization must also come from the Village Manager or designee.
AWARD — Award means the acceptance of a bid, offer, or proposal by the
proper governmental authority.
CHANGE ORDER -A modification to an original contractor change in contract
scope, which occurs during the provision of contractual services which may
result in an increase or decrease in contract cost and/or contract time.
COMPETITIVE PROCUREMENT - The use of an invitation to bid, a request for
proposals, a request for qualifications, or an invitation to negotiate.
CONSULTANT'S COMPETITIVE NEGOTIATIONS ACT or ("CCNA") - The
common name for F.S. 287.055, as may be amended, concerning the
procurement of architectural, professional engineering, landscape architecture,
and registered land surveying and mapping services, as defined by state law.
CONTINUING CONTRACT A contract for architectural, professional
engineering, landscape architecture or registered land surveying and mapping
services entered in accordance with the Consultants Competitive Negotiations
Act (F.S. 287.055) whereby the firm or individual provides the professional
services to the Village on an on -going basis.
CONTRACT - A written document signed by a representative of the Village and
a representative of a vendor, which obligates the Village to purchase goods,
services, or construction projects overtime. These contracts can be price
specific, volume specific or a specified construction project.
CONTRACTOR — any person or entity currently under contract with the Village.
DESIGNEE - An individual appointed by an authorized officer to approve
expenditures.
ELECTRONIC — Relating to technology having electrical, digital, magnetic,
wireless, optical, electromagnetic, or similar capabilities.
ELECTRONIC SIGNATURE — a manual or electronic identifier or the electronic
result of an authentication technique attached to, or logically associated with, a
record that is intended by the person using it to have the same full force and effect
as a manual signature.
EMERGENCY PURCHASE - As used in this purchasing directive and
procedures document, an emergency is a circumstance in which damage to
Village facilities, personnel or serious damage to Village programs will result if
prompt action is not taken. An emergency purchase would be required by a
sudden and unexpected turn of events (acts of God, weather events, or other
uncontrollable unexpected circumstances) which involves, or could involve, a
threat to the health, safety and welfare of citizens, and which can be rectified in
whole or in part by the immediate purchase of items or services.
Emergency purchase orders are considered on their individual merits. They will
be processed as emergencies only when the Village Manager determines that
it is necessary. Unless the situation is an imminent risk to health, life, property
or environment and requires immediate action.
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ENCUMBRANCE - Reservation of Village funds that have been authorized for a
purchase that has not yet been completed.
EVALUATION COMMITTEE — a group of persons appointed as provided for herein
to recommend a vendor or vendors to provide goods or services, or both, for a
particular project by ranking them in preferential order or by some other method.
FISCAL YEAR — The period of time beginning on October 1 of any year and ending
September 30 of the following year.
INVITATION TO BID ("ITB") — a sealed competitive method of soliciting bids which
is used when there is no substantial difference between the products or services
that meet the specifications of the Village; the only real difference between the
submissions is the price.
INVITATION TO NEGOTIATE — a sealed competitive method intended to
determine the best method for achieving a specific goal or solving a particular
problem and identifies one or more responsive vendors with which the Village may
negotiate in order to receive the best outcome. Evaluation of the responses is
based on prior established criteria, which may include, but may or may not be totally
limited to price.
LAW ENFORCEMENT TRUST FUNDS (Forfeiture Funds) - Those funds
governed as to their use by Chapter 932, F.S. These funds may only enter the
purchasing process after a recommendation of funding use is provided by the
Chief of Police and approved by the Village Council.
LOCAL BUSINESS — a business which, at least one year prior to the release
date of the initial solicitation, has a valid local business tax receipt issued by
the Village to do business in the Village and a physical business address
located within the limits of the Village from which its business is conducted.
Post office boxes are not verifiable and shall not be used for the purpose of
establishing said physical address.
MINOR IRREGULARITY — a variation from the sealed competitive method,
which does not affect the proposed price or give the proposer an advantage or
benefit not enjoyed by other proposers, or does not adversely affect the
fundamental fairness of the sealed competitive method.
OFFEROR — a bidder, proposer, vendor, or other person or entity who submits
a response to a sealed competitive method or written quotations method.
PERSON - any natural person or entity including, but not limited to, a corporation,
partnership, sole proprietorship, an estate, trust, a political subdivision, a public or
private agency of any kind, a utility, a successor or assign of any of the foregoing,
or any other legal entity.
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PREPAYMENT - to pay an agreed upon sum before receiving the item(s).
PURCHASE — the acquisition of goods or services generally an exchange
transaction where the Village procures these goods or services one time from an
individual, firm, or corporation.
PURCHASE ORDER - a legal document issued by a buyer to a seller indicating
descriptions, types, quantities, agreed prices, date of performance or shipment
for items and other associated terms and conditions the seller will provide to the
buyer over time. A purchase order is utilized to help ensure that the Village gets
the number of items promised, at the price promised, for as long as it has been
promised, and to monitor the ongoing spend for contracted items.
PURCHASE REQUISITION - a request to proceed with a purchase. It is also
called a purchase order request. It is originated and approved by the department
requiring the items. A purchase requisition is owned by the originating
department and should not be changed without obtaining approval from the
originating department. A purchase requisition is not a purchase order and
should not be used to purchase items or be used as an authorization to pay an
invoice from a supplier or service provider.
RESPONSE — a bid, proposal, statement of qualifications or other type of
response submitted by an proposer in response to a sealed competitive method
or written quotations method issued by the Village.
RESPONSIVE BIDDER OR PROPOSER — a proposer who has submitted a
response which conforms in all material respects to a competitive solicitation. A
response of a responsive proposer must be submitted on the required forms, which
contain all required information, signatures, notarizations, insurance, bonding,
security, or other mandated requirements required by the competitive solicitation
by the due date and time.
SINGLE SOURCE — A Single Source company is one in which in which two or
more vendors can supply the commodity, technology, and/or perform the services
required by the Village, but the department selects one vendor over another. The
acquisition of items that for all practical purposes can only be obtained from a
single vendor, usually because of limiting technology, technological
compatibility with existing systems or items already in use by the Village or other
unique qualities of the items that preclude a competitor's price comparison. The
Village Manager must approve all single source purchases.
SOLE SOURCE —A Sole Source company means that only one supplier, to the
best of the requester's knowledge and belief, based upon thorough research,
is capable of providing the required product or service.
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A Sole Source company may provide a sole source letter to use for backup. If
there is a need to verify the accuracy of the sole source the Village may be
placed on Demand Star or like web page for five days
SUSPENSION — action taken by the Village to temporarily disqualify a vendor from
Village contracts.
VENDOR — a person or entity that is currently supplying any goods or services to
the Village; that has supplied any goods or services to the Village within the current
or prior two fiscal years; or has, by submitting a response to a currently open sealed
competitive solicitation method, expressed an interest in supplying any goods or
services to the Village.
V. ETHICAL CONDUCT
A. Any attempt by Village employees to realize personal gain by conduct inconsistent
with proper discharge of their duties is a breach of public trust. Any effort to
influence any public employee to breach the standards of ethical conduct set forth
in this Policy is also a breach of ethical standards. The provisions of Village
ordinances, county ordinances and state statutes shall be strictly enforced to
preserve the public trust. Village personnel shall comply with the Palm Beach
County Code of Ethics as well as the State of Florida Code of Ethics.
B. The Village shall not execute a contract if there has been a violation of this
section, any ethics provision of a procurement solicitation, or any local, state, or
federal law, including, but not limited to:
1. Conflicts of interest;
2. Kickbacks;
3. Solicitation of procurement by payment of a gratuity or offer of
employment;
4. Acceptance of a gratuity or offer of employment resulting from solicitation
of procurement;
5. Violations of the cone of silence;
6. Any other improper or unlawful attempt to influence the outcome of a
procurement.
C. Unauthorized purchasing practices. An unauthorized purchase occurs when any
employee of the Village orders, contracts for, or purchases any services, materials
or supplies outside the purview of the Village Charter and/or this Policy. Any
individual making an unauthorized purchase may be subject to disciplinary action
as appropriate, which may include termination and/or prosecution. The following
are unauthorized purchasing practices:
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1. Intentionally and knowingly artificially dividing purchases into multiple
segments in an attempt to issue single orders below the dollar threshold
requirements as established herein (also known as "stringing" or "splitting
purchases") is prohibited.
2. Intentionally and knowingly purchasing any supplies or services above the
thresholds delineated herein directly from a vendor.
3. Obtaining items available on an existing Village term contract when one is
required.
4. Providing false information such as false quotations (without actually
contacting and obtaining a quotation, bid or proposal from a vendor).
5. Adding unauthorized purchases to previously approved purchase orders
without approval of the appropriate approval authority and subsequent
modification of the purchase order.
D. Any contracting entity, including subcontractors, who is involved with developing or
drafting the specifications, requirements, statement of work, invitation for bids or
requests for proposals shall be excluded from competing for such procurements.
VI. AUTHORITY AND RESPONSIBILITY
The Village has determined that purchasing and contracting decisions are
managed most effectively by the end -user of the items. This approach requires
that employees involved at every stage of the purchasing process take
responsibility for understanding theVillage's policies and procedures regarding
purchasing and vendor relations.
Employees must be authorized to commit the Village's resources to make a
purchase and are subject to disciplinary action up to and including the
termination of employment if proper authorization is not obtained.
The Finance department has the right to review and question any purchasing
transaction.
A. User Department
Department personnel are responsible for the following:
1. Ascertaining needs and determining the purchase or contract has a
bonafide business purpose.
2. Conducting price or cost analysis to ensure the Village is making the most
efficient, effective and economical purchases reasonably possible.
3. Monitoring department's budget and verifying funding is available prior to
committing to the purchase.
4. Selecting a vendor in a fair, impartial and consistent manner when
competitive procurement is not required.
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5. Initiating a purchase requisition/purchase order.
6. Verifying that all purchases for their department follow the Village's
purchasing policies and procedures.
7. Ensuring the proper receipt of ordered items.
8. Reviewing invoices or purchases, verifying that the receipt of ordered
purchases agrees with the purchase order and forwarding invoices
and/or receipts to the Finance Department in a timely manner for
payment.
9. Negotiating and resolving disputes with vendors.
B. Finance Department
The Finance Department is responsible for:
1. Reviewing all purchase requisitions for completeness and for proper usage
of accounts as well as ensuring that funding is available in the applicable
budget.
2. Reviewing all purchase requisitions to ensure compliance with current
purchasing policies and procedures.
3. Preparing purchase orders from completed purchase requisitions for
issuance to vendors.
4. Paying invoices.
C. Designees
Department Directors are ultimately responsible for the purchasing
activities of their departments and must sign all purchase requisitions.
Directors may delegate requisition approval authority to another employee
within their department by completing a Delegation of Authority Form and
sending it to the Finance Department where it will be kept on file. Directors
are responsible for ensuring that their designees have access to and are
knowledgeable of current purchasing policies and procedures.
VII. PURCHASE REQUISITION/PURCHASE ORDERS
Purchase requisitions and purchase orders are required for acquisitions on
continuing contracts which are not one time purchases of items which will be
delivered over time and purchased in allotments, construction contracts,
continuing contracts such as landscaping, cleaning, etc. This will ensure that
the department does not pay more than the agreed upon price nor purchase
more than agreed upon volume.
Vendors may request a purchase order for any item for any amount and it is
the discretion of the department director or designee to issue the purchase
requisition.
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A. Purchase Requisitions
1. The originating department will be responsible for completely and
accurately preparing the requisition. The purchase requisition must
include descriptions, prices, quantities, terms, delivery, vendor,
contract numbers, charge (account) codes and any other standard or
special instructions or explanations.
2. Purchase requisitions may not be approved for any purchase that
would result in spending in excess of amounts authorized in the annual
budget.
3. Departments may take advantage and "piggyback" a State or other
government entities' purchasing contract as long as the contract is
current and was procured with the same level of formality as the Village
would have otherwise required. Purchase requisitions for piggyback
contract items must comply with the specifications of the piggyback
contract listing.
4. If circumstances do not allow for or require competitive procurement
(e.g. emergencies, sole -source, piggyback, etc.), reasons for the
exception to directive must be fully documented and approved by the
Village Manager. Emergency purchases may be documented after the
fact and receive formal approval after the need for the emergency has
been rectified. Verbal approval by the Village Manager beforehand is
highly recommended.
B. Purchase Orders
1. All purchase orders are to be processed prior to the purchase of goods
or services from outside vendors, when necessary.
2. Blanket Purchase Orders - Blanket purchase orders permit multiple
purchases from the same vendor using the same index, and may be
used when the originating department:
a. Needs to purchase specific items or services repetitively over
a specified time period, usually one (1) year; or
b. Needs to frequently purchase low dollar goods or services and
can obtain more favorable pricing through volume
commitments.
3. Blanket purchase orders should not be used when:
a. A price agreement or business terms are not negotiated with
the vendor; or
b. Control over the department's expenditures would be
weakened significantly.
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4. The Finance Department will generate the purchase orderonce the Village
Manager and the appropriate directors or designees have approved the
requisition. Orders must be placed only for items included on the approved
requisition.
5. Splitting orders, or even failing to combine orders when this logically should
be done in the interest of economy, for the purpose of keeping total cost of
each order below purchase order and/or bid limits, will be construed as a
deliberate evasion of this directive, subjecting the violator to discipline per
Village policy.
6. Purchase orders for which contracts have been signed, goods or services
have been ordered will roll (carry forward) into the following year,
amending the budget. The Finance Department will ensure that the Village
Council is presented with the purchase orders that have rolled in an open
public meeting.
Vill. LEASE AGREEMENTS
Department Directors are required to submit a copy of all lease agreements
associated with their department to the Finance Department at the beginning of
each fiscal year or when entered into during the fiscal year. No lease agreement
invoice will be processed without this supporting documentation. The originating
department will prepare an annual requisition and the Finance Department will
create and issue purchase orders from properly approved purchase requisitions.
Lease invoices will then be paid by the Finance Department each month as or as
detailed in the signed lease agreement.
IX. CONTRACTS
All on going contracts where the Village receives partial orders and all progress
payments may be entered through the purchasing system as a purchase order so
that the entire contract amount for the fiscal year is encumbered in the accounting
system as a means of monitoring budgets.
X. PROCUREMENT THRESHOLDS
In order to ensure that all items are procured in the most efficient, effective and
economical manner available, the Village of Tequesta uses a four (4) tiered
procurement process:
A. Discretionary Procurement
Purchases of less than $25,000 are at the discretion of department staff. The
department staff member making the purchase is required to make a
reasonable attempt to ensure that the Village receives the lowest and best
price that is consistent with the desired quality of items, physical
convenience/distance, workmanship and/or level of performance.
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B. Informal Procurement
Purchases of $25,000 but less than $75,000 require at least three written
quotes ("written quotations method"), which will be on company letterhead or
from the company's email system, and attached to the purchase requisition.
C. Formal Procurement
Purchase of $75,000.00 but less than $200,000 require public notice and at
least three written quotes, which will be on company letterhead and attached
to the purchase requisition or accounts payable as necessary.
D. Competitive Procurement
Purchases of $200,000 or more require the use of a Competitive Procurement
process.
XI. METHODS OF ACQUISITION — COMPETITIVE PROCUREMENT
Acquisitions of or contracts for non -real property, goods or services where the
annual expenditure by the Village (excluding expenditures relating to change
orders) is estimated to be $200,000 or greater shall be subject to a sealed
competitive method, unless the Village utilizes one of the other purchasing methods
established in Section X.
A. Sealed Competitive Bids
Sealed competitive bids are utilized where price, responsiveness, and
responsibility are the sole determining factors.
B. Request for Proposals/Requests for Qualifications
Requests for proposals and requests for qualifications are utilized where price,
responsiveness, and responsibility are not the sole determining factors. An
evaluation committee, appointed by the Village Manager, shall review the
submissions received by the Village in response to requests for proposals and
requests for qualifications and make a recommendation to the Village Council.
The evaluation committee shall terminate upon the award of the contract,
cancellation of the sealed competitive method, or such other time as
determined by the Village Council.
C. Invitation to Negotiate
When the Village Manager or designee determines that procurement by an
invitation for bids, request for proposals or request for qualifications or other
solicitation method, is not in the best interest of the Village, and that negotiation
may be necessary for the Village to receive the best value, the Village Manager
or his designee may acquire or contract for non -real property, goods, or
services by competitive sealed replies through an invitation to negotiate
("ITN"). This section shall not apply to procurements governed by the CCNA.
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1. Evaluation criteria. The ITN shall state the criteria to be used in the
evaluation of the replies and shall include the relative importance of the
criteria. Price may or may not be included and can be reserved for the
negotiation phase.
2. Negotiations. The Village Manager shall appoint a negotiator or a
negotiation team. Negotiations may be conducted with one or more
respondents. Negotiations may be either sequential or concurrent as
determined by the Village Manager.
3. Award. Contract award shall be made to the responsive and responsible
respondent determined to offer the best value to the Village and who is
determined to be most capable of assisting the Village in achieving the
objectives of the procurement, taking into consideration the evaluation
criteria set forth in the ITN.
D. Requests for Information
When it is deemed necessary by the Village Manager to assess the market,
feasibility of a proposed project, service, or commodity, or when vendor input
to specifications or a scope of work would result in a more competitive and fair
sealed competitive method, a request for information ("RFI") may be issued
requesting submission of unpriced offers, products, or scopes of services,
which may be followed by subsequent sealed competitive method that is not
limited to those firms who responded to the RFI.
E. Submissions
It shall be the sole responsibility of the bidder, proposer, or responder to have
the bid, proposal, or response submitted to the Village as required in the
solicitation document before the specified closing date and time. Bids,
proposals, or responses received after the closing date and time shall not be
considered. The time clock specified in the solicitation documents shall
govern. All bids, proposals, and responses submitted pursuant to a sealed
competitive method shall remain sealed until they are opened publicly on the
date and time and location stated in the notice to bidders, proposers, or
responders, or as may be amended by addendum.
F. Evaluation Procedures
1. All timely submitted responses will be reviewed for
responsiveness/responsibility, which may include the following:
a. Whether the bidder/proposer has the required licenses or
certifications;
b. Litigation history;
c. Contractual disputes; and
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d. Whether all required forms have been submitted.
2. An evaluation committee appointed by the Village Manager or designee
shall be established consisting of at least one member from the user
department, but shall not consist of all members of the user department,
and others who have expertise that will assist in the necessary evaluation
of responses. To the extent a committee member becomes unable to
serve, the Village Manager may appoint a replacement member. The
evaluation committee shall have a minimum of three members and no
more than seven members. All meetings of the evaluation committee shall
be conducted in a manner consistent with the Sunshine Law and all
proposers shall receive notice of public evaluation meetings by electronic
communication. A quorum of the committee must be present at scheduled
evaluation meetings where official acts are to be taken. A majority of the
committee members shall constitute a quorum, except that in no event
shall a quorum be fewer than three members. All members shall be free of
any conflicts of interest as set forth in F.S. Ch. 112.
3. The evaluation committee shall evaluate all responsive responses based
on the evaluation criteria, which shall be stated in the sealed competitive
method document and if the evaluation criteria is weighted, such
information shall also be included in the solicitation document. The
procedure for reviewing and scoring the responses shall provide for an
initial independent evaluation by each evaluation committee member and
that each evaluation committee member have equal weight in the scoring
and ranking of the responses. The evaluation committee may discuss the
responses at publicly held evaluation committee meetings and reserves
the right to amend their initial scores based on the discussions held.
4. The evaluation committee may reduce the number of firms after the initial
evaluation and ranking to a short list of a minimum of three (provided at
least three firms applied) based on the ranking. The evaluation committee
may hold discussions, interviews, presentations or other similar
proceedings with all short-listed firms at a subsequent meeting. The
evaluation committee reserves the right to amend their scores and re -rank
short-listed firms based on the discussions, interviews, presentations, or
other proceedings held. In re -ranking the short-listed firms, the evaluation
committee shall attempt to select the best qualified firm(s) for the particular
project based upon the information provided during the discussions or
interviews with the proposers or the presentations given by the proposers,
and the materials presented and the responses.
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5. The evaluation criteria, in addition to price when applicable, at a minimum,
shall include the following:
a. The ability, capacity and scale of the bidder/proposer to perform
the contract;
b. Whether the bidder/proposer can perform the contract in the time
specified, without delay or interference;
c. The character, integrity, reputation, judgment and experience and
efficiency of the bidder/proposer;
d. The quality of performance on previous public or private contracts
of a similar nature;
e. The previous and existing compliance by the bidder/proposer with
laws and ordinances relating to the contract.
f. Alternate or additional criteria may be used in the discretion of the
Village Manager based upon his/her determination of the factors
that will enable the Village to obtain the goods or services
requested at the best value and in the most efficient and cost
effective manner. This section does not apply to sealed
competitive methods issued pursuant to the CCNA. For CCNA
solicitations, the criteria shall be consistent with the requirements
of F.S. § 287.055.
6. The evaluation committee's rankings and recommendations shall be
reported to the Village Council. The Village Council, by majority vote, has
the option to either (1) approve the evaluation committee's
ranking/evaluation and recommendation; (2) reject all submittals based
upon a stated reason; or (3) send the ranking/evaluation back to the
evaluation committee to conduct further evaluations consistent with the
requirements of the sealed competitive method and the evaluation
committee may either ratify the ranking/evaluation or re -rank the firms
G. Village's Reservation of Rights
The Village may utilize a sealed competitive method for any acquisition that
the Village deems appropriate regardless of the estimated cost of the
acquisition. The Village Manager may waive minor irregularities in the sealed
competitive method process. The Village, in its discretion, reserves the right
to reject all proposals at any point in the process prior to the full execution of
an agreement with the selected vendor.
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XII. ADDITIONAL REQUIREMENTS
All contracts shall be approved by the Village Attorney as to form and legal
sufficiency.
All purchases with a value less than the threshold amounts set by this Resolution
of the Village Council may be signed and executed by the Village Manager,
providing that such purchases are presented to the Village Council after execution.
All contracts exceeding the threshold amount as set by Resolution of the Village
Council must be approved by the Village Council before being signed and
executed.
The procurement of engineering, architecture, landscape architecture and
surveying services that exceed thresholds set by state law for planning and
construction activities shall be pursuant to the requirements of the Consultants
Competitive Negotiations Act ("CCNA") (287.055, F.S.).
It is an express violation of this directive (policy) to intentionally "split" contracts or
purchase orders or otherwise manipulate them for the purpose of avoiding dollar
limitations or any of the Village's purchasing policies.
XIII. EXCEPTIONS
A. General Exceptions from Procurement Threshold Requirements
The following procurements shall be exempt from the Village's various
procurement threshold requirements:
Contracts for utilities (water, sewer, gas, electrical and other utility
services); artistic services; academic program reviews; lectures; legal
services; travel, education and training; health services; services for
persons with mental or physical disabilities; Medicaid services; family
placement services; prevention services (mental health, child abuse, drug
abuse and runaway services); workers' compensation related training
services; contracts entered into with other government agencies, and
contracts with other persons possessing a high degree of professional skill
shall be exempt from the Village's various procurement threshold
requirements.
The Finance Director and Village Manager's authorization, as evidenced
by a manual signature, shall not be required for any normal and customary
payroll related expenditure.
The approval of the Village Council shall not be required when the cost
has previously been approved in the Village's Adopted or Amended
Budget. Changes to purchases previously approved may be authorized
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by the Village Manager provided the total dollar amount and other
substantial matters do not exceed previously authorized maximum limits
granted by the Village Council.
B. Utilization of Other Governmental Entities' Contracts
1. The Village may acquire or contract for non -real property, goods, or
services without utilizing a sealed competitive method where the
desired non -real property, goods, or services are the subject of a
contract with state governments, their political subdivisions, or other
local governmental entities within the United States, with associations
affiliated with state and/or local governmental entities or departments
(such as the Florida Sheriffs Association and the Florida Fire Chiefs'
Association), or with the United States government, provided that the
contract was awarded based strictly on competitive bidding, and
provided that the form of the contract is acceptable to the Village
Attorney.
2. Utilization of other government entities' contracts shall only be
permitted during the term of the other governmental entity's contract.
The term of the Village's contract shall extend no more than six months
from the expiration date, including expiration of any renewals, of the
other governmental entity's contract.
C. Cooperative Acquisitions
The Village may acquire or contract for non -real property, goods, or
services where the Village participates in joint procurement of non -real
property, goods, or services with other public entities, including, but not
limited to, acquisitions made pursuant to inter -local agreements entered
into with other governmental entities in accordance with F.S. Ch. 163. Sole
Source and Village Standard
1. Sole source. The Village may acquire or contract for non -real property,
goods, or services that are available to the Village from only one source
without utilizing the sealed competitive method or written quotations
method. Sole source acquisitions where the annual expenditure by the
Village (excluding expenditures relating to change orders) is estimated
to be $75,000 or greater shall be subject to prior approval by the Village
Council.
2. Village standard. Where the Village has determined that a particular
style, brand, make, or model is the only type that meets the Village's
requirements for performance, consistency, compatibility, or other
salient characteristics, and the Village Council has approved such
standard, and such determination has resulted in there being only one
source available to the Village, the Village may acquire or contract for
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such goods without utilizing a sealed competitive method. Village
standard acquisitions where the annual expenditure by the Village
(excluding expenditures relating to change orders) is estimated to be
$75,000 or greater shall be subject to prior approval by the Village
Council.
D. Emergency Acquisitions
It is the intent of the Village Council to grant the Village Manager the
authority to act during an emergency to protect the public health, safety and
welfare, in certain circumstances, without the prior approval of the Village
Council, including the execution of required contracts. For the purposes of
this subsection a non -declared emergency shall mean an adverse condition
or circumstance in which the public health, safety or welfare is immediately
and significantly threatened. A significant interruption or delay in the
provision of municipal services shall be deemed an immediate threat to the
public welfare. A declared emergency shall be such emergency as declared
by the appropriate federal, state or local official.
E. Best Interest Acquisitions
The Village may acquire or contract for non -real property, goods, or services
without utilizing a sealed competitive method or the other purchasing
methods prescribed herein where the Village Council declares by a majority
affirmative vote that the sealed competitive method or the other
procurement methods (i.e., obtaining written quotations) is not in the best
interest of the Village, and that such acquisition without utilizing a sealed
competitive method or the written quotations method will not inure to the
financial disadvantage of the Village. The Village Council shall make specific
factual findings that support its determination, and such contracts shall be
placed on the regular Village Council agenda.
XIV. VILLAGE COUNCIL APPROVAL
Acquisitions of $75,000 or greater. Acquisitions of or purchases for non -real
property, goods, or services where the expenditure by the Village (excluding
expenditures relating to change orders) is estimated to be $75,000 or greater
during the initial contract term, shall be subject to prior approval by the Village
Council, except for budgeted direct acquisitions made pursuant to Section XIII
herein.
Multiple acquisitions from vendor exceeding $75,000 in any fiscal
year. Acquisitions of or contracts for non -real property, goods, or services from
the same person exceeding the aggregate sum of $75,000 (whether by a single
department or multiple departments) during the course of any fiscal year shall
not be permitted from the same person, unless the acquisition is first approved
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by the Village Council or is a budgeted direct acquisition made pursuant
to Section XIII herein.
XV. PROTEST PROCEDURES
A. Standing
Parties that are not actual bidders, proposers, or responders, including,
but not limited to, subcontractors, material and labor suppliers,
manufacturers and their representatives, shall not have standing to protest
or appeal any determination made pursuant to this section. Procedure
1. Protest of failure to qualify. Upon notification by the Village that a
bidder, proposer, or responder is deemed non -responsive and/or non -
responsible, the bidder, proposer, or responder who is deemed non-
responsive and/or non -responsible may file a protest with the Village
Clerk by close of business on the fifth business day after notification
(excluding the day of notification) or any right to protest is forfeited. It
shall be the sole responsibility of such bidder, proposer, or responder to
verify the operating hours of the Village of Tequesta.
2. Protest of award of agreement. After a notice of intent to award an
agreement is posted, any actual bidder, proposer, or responder who is
aggrieved in connection with the pending award of the agreement or any
element of the process leading to the award of the agreement may file a
protest with the Village Clerk by close of business on the fifth business
day after posting (excluding the day of posting) or any right to protest is
forfeited. It shall be the sole responsibility of such bidder, proposer or
responder to verify the operating hours of the Village of Tequesta.
3. Content and filing. The protest shall be in writing, shall identify the
name and address of the protester, and shall include a factual summary
of, and the basis for, the protest. Filing shall be considered complete
when the protest and the protest bond are received by the Village Clerk.
The time stamp clock located in the Village Clerk's Office shall govern
when the protest was received, if such a protest is not submitted
electronically.
4. Protest Fee. Any bidder, proposer, or responder filing a protest shall
simultaneously provide a protest fee to the Village in the form of a
cashier's check or payment bond. The protest fee will be based on the
estimated contract amount. The estimated contract amount shall be
based upon the pending award amount submitted by the
recommended bidder/proposer. If no contract amount was submitted,
the estimated contract amount shall be the Village's estimated contract
price, in the Village's sole opinion. If the protest is decided in the
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protester's favor, the entire protest fee shall be returned to the
protester. If the protest is not decided in the protester's favor, the
protest fee shall be forfeited to the Village. The amount of the protest
fee shall be as follows: For term contracts that provide for an annual
expenditure amount, the protest fee shall be in the amount of (i) $1,000
for pending estimated contract awards in the annual amount of $100,000
or less, or (ii) one percent of the annual amount of the pending award
for estimated contract amounts that exceed $100,000 per year, with a
maximum deposit of $10,000.
a. For all other contracts, the protest fee shall be in the amount of
(i) $1,000 for pending estimated contract awards in the amount
of $200,000 or less, or (ii) one percent of the total amount of the
pending award for the estimated contract amounts that exceed
$200,000, with a maximum deposit of $10,000.
b. Costs. Any and all costs incurred by a protesting party in
connection with a protest pursuant to this Policy shall be the
sole responsibility of the protesting party.
5. Protest Committee. The protest committee shall review all protests.
The Village Manager shall appoint the members of the protest
committee. No member of the Village Council shall serve on the protest
committee. The Village Attorney or designee shall serve as counsel to
the committee. The meeting of the protest committee shall be opened
to the public and all of the actual bidders, responders, or proposers
shall be notified of the date, time, and place of the meeting. If the
protest committee determines that the protest has merit, the Village
Manager shall direct that all appropriate steps be taken. If the protest
committee denies the protest, the protester may appeal to the Village
Council. All of the actual bidders, responders, or proposers shall be
notified of the determination by the protest committee. The protest
committee shall terminate upon the award of the contract, cancellation
of the sealed competitive method, or such other time as determined by
the Village Council.
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6. Stay of award of agreement or sealed competitive method. In the
event of a timely protest, the Village Manager shall stay the award of
the agreement or the sealed competitive method unless the Village
Manager determines that the award of the agreement without delay or
the continuation of the sealed competitive method is necessary to
protect any substantial interest of the Village. The continuation of the
sealed competitive method or award process under these
circumstances shall not preempt or otherwise affect the protest
7. Appeals to Village Council. Any actual bidder, proposer, or responder
who is aggrieved by a determination of the protest committee may
appeal the determination to the Village Council by filing an appeal with
the Village Clerk by close of business on the third business day after
the protester has been notified (excluding the day of notification) of the
determination by the protest committee. The appeal shall be in writing
and shall include a factual summary of, and the basis for, the appeal.
Filing of an appeal shall be considered complete when the appeal is
received by the Village Clerk.
8. Failure to file protest. Any actual bidder, proposer, or responder that
does not formally protest or appeal in accordance with this section shall
not have standing to challenge the award recommendation or the
Village Council's award.
XVI. CHANGE ORDERS
A. Village Council Approved Contracts
1. Beyond the scope of work. Any change order that materially expands
or alters the scope of the work in a Village Council approved contract
shall be subject to prior approval by the Village Council, unless the
Village Council approved contract authorizes the Village Manager to
approve such expansion or alteration of the scope of work.
2. Within the scope of work. The Village Manager may approve a
change order provided that it does not materially expand or alter the
scope of the work or result in an increase in the contract amount of
$25,000 or more in a Village Council approved contract.
3. Construction contracts. Notwithstanding subparagraphs (1) and (2)
above, the Village Manager may approve a change order increasing
the cost of a construction contract up to $25,000 or ten percent of the
original construction contract amount, whichever is greater, provided
that sufficient budgeted funds are available.
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4. Extension of project completion dates. Any change order that
extends the original substantial or final completion date of a project of
a Village Council approved contract shall be subject to prior approval
by the Village Council, unless the Village Council approved contract
authorizes the Village Manager to extend the completion date of the
contract.
B. Village Manager approved contracts.
The Village Manager is authorized to approve a change order to a contract
that did not require Village Council approval, provided that the change order
does not cause the total acquisition from the vendor to exceed the aggregate
sum of $25,000.00 during the course of any fiscal year.
XVII. REVENUE GENERATING CONTRACTS
Contracts with any person where the Village estimates the Village will receive
revenue in the amount of $100,000.00 or greater over the term of the contract
shall require approval by the Village Council and shall be subject to a sealed
competitive method. This section shall not apply to the purchase, sale or lease
of the Village's real or non -real property or Village -sponsored events.
XVIII. AUTHORITY TO DEBAR OR SUSPEND
A. Authority.
After reasonable notice to the person involved and reasonable opportunity
for that person to be heard, the Village Manager, after consultation with the
requesting department and the Village Attorney, may debar a person for
cause from consideration for award of contracts. The debarment shall not
exceed three years.
B. Decision.
The pertinent Department Director shall issue a written recommendation to
debar or suspend to the Village Manager. The Village Manager shall decide
whether to accept the Department Director's recommendation. The
recommendation and decision shall:
1. State the reasons for the action taken; and
2. Inform the debarred or suspended person involved of their rights to
administrative review, as provided in this section.
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C. Criteria.
1. A material misrepresentation to the Village;
2. Breach of contract with the Village;
3. Felony convictions, convictions for crimes involving moral turpitude, or
"public entity crime convictions" of a "person" or "affiliate" of a person,
as defined in Section 287.133, F.S.
4. Failure to comply with the cone of silence; or
5. A finding of violation of the state ethics law or a county or municipal
ethics ordinance.
D. Finality of Decision.
A decision under this section shall be final and conclusive, unless the
debarred or suspended person appeals to the Village Council in accordance
with subsection (E).
E. Appeal.
1. Right to appeal. Any person that has been debarred or suspended and
is aggrieved by the Village Manager's determination may appeal the
determination to the Village Council by filing a notice of appeal within
seven calendar days of the notice of the Village Manager's
determination to debar or suspend.
2. Hearing date. Within 30 calendar days from the receipt of the notice of
appeal, the Village shall schedule a hearing before the Village Council,
at which time the person shall be given the opportunity to demonstrate
why the decision of the Village Manager should be overturned.
3. Hearing procedure. The procedure for any hearing required by this
section shall be as follows:
a. The Village shall cause to be served upon the person a notice
of hearing, stating the date, time and place of the hearing. The
notice of hearing shall be sent by certified mail, return receipt
requested, to the person's mailing address on file with the
Village.
b. The person shall have the right to be represented by counsel,
to call and examine witnesses, to introduce exhibits, to
examine opposing witnesses on any relevant matter, even
though the matter was not covered under direct examination,
and to impeach any witness regardless of which party first
called him to testify.
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c. In any hearing before the Village Council, irrelevant,
immaterial, or unduly repetitious evidence shall be excluded.
All other evidence of a type commonly relied upon by
reasonably prudent persons in the conduct of their affairs shall
be admissible whether or not such evidence would be
admissible in a trial in the state courts.
d. At the conclusion of the hearing, the Village Council will make
a determination regarding the appeal. Within 30 calendar days
after the hearing, a written notice of the Village Council's
determination will be provided to the person who requested
the hearing.
F. Reinstatement.
1. Grounds. Requests for reinstatement shall be made in writing based
upon the following grounds:
a. Discovery of new and material evidence not previously
available;
b. Dismissal of the indictment or reversal of the conviction; or
c. Bona fide change in ownership or management sufficient to
justify a finding of present responsibility.
2. Procedures. The request for reinstatement shall be forwarded to the
Village Manager for a determination on reinstatement. The
determination whether to reinstate shall be based on the written
submission of evidence, without further hearing. Upon consideration of
the written submission and any response from the pertinent
Department Director, the Village manager shall make a determination
as to whether or not reinstatement is warranted based on the grounds
set forth above.
XIX. CONE OF SILENCE
A. Prohibited Communication.
Except as set forth in subsection (d), during the course of a sealed
competitive method, a cone of silence shall be in effect between:
1. Any person or entity that seeks a contract, contract amendment,
contract renewal, award, recommendation, or approval related to a
sealed competitive method or that is subject to being evaluated or
having its response evaluated in connection with a sealed competitive
method, including a person or entity's representative; and
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2. Any Village Council member, the Village Manager or any person or
group of persons appointed or designated by the Village Council or the
Village Manager to evaluate, select, or make a recommendation to the
Village Council or the Village Manager regarding a sealed competitive
method, including any member of the evaluation committee.
B. Effective Dates.
A cone of silence shall begin and shall end for a sealed competitive method
as follows:
1. A cone of silence shall be in effect during a sealed competitive method
process beginning upon the advertisement for the sealed competitive
method or during such other procurement activities as declared by the
Village Council.
2. The cone of silence shall terminate at the time the Village Council takes
final action or gives final approval of a contract, rejects all bids or
responses to the sealed competitive method, or takes other action that
ends the sealed competitive method process.
C. Notice.
When the cone of silence becomes effective for a particular sealed
competitive method, the Village Manager or designee shall provide notice
of the cone of silence to the Village Council. The solicitation document for
the goods or services shall generally disclose the requirements of this
section.
D. Permitted Communication.
1. The cone of silence shall not apply to written or oral communications
with legal counsel for the Village or Village staff acting in the capacity as
purchasing agent for the Village.
2. Nothing contained in this section shall prohibit any person or entity
subject to this section from:
a. Making public presentations at pre -bid conferences or at an
evaluation or negotiation meeting related to the sealed
competitive method.
b. Engaging in contract negotiations with the individual or entity
selected to negotiate the terms of the agreement.
c. Engaging in contract negotiations with the Village Council
during a public meeting.
d. Making a public presentation to the Village Council during any
public meeting related to the sealed competitive method.
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e. Communicating with the person or persons designated in the
sealed competitive method as the contact person for
clarification or information related to the sealed competitive
method. The contact person shall not be a member of the
evaluation committee or the person designated to negotiate
the agreement, except as otherwise provided for in subsection
(D) (1) above.
3. The Village's purchasing agent (Finance Department staff) and the
Village Attorney shall accept written communications from persons or
entities subject to this section during the time a cone of silence is
applicable to a sealed competitive method.
E. Violations.
Any action in violation of this section shall be cause for disqualification of
the bid or the proposal. The determination of a violation and the penalty shall
be made by the Village Council.
XX. LOCAL BUSINESS PREFERENCE PROGRAM
Except where prohibited by federal, state or Village law, or funding source
restriction mandates to the contrary, in the purchase of goods or general services
governed by the procurement policy, preference shall be awarded to local
businesses in the following manner:
1. When a responsive, responsible nonlocal business submits the lowest
price bid, and the bid submitted by one or more responsive, responsible
local businesses is within five percent of the bid submitted by the
nonlocal business, then such local businesses shall have the
opportunity to submit, within five calendar days of notification by the
Village Manager, or designee a best and final bid equal to or lower than
the amount of the low bid previously submitted by the nonlocal business.
Thereafter, contract award shall be made to the responsive, responsible
business submitting the lowest and best and final bid. In the case of a
tie in the best and final bid between a local business and a nonlocal
business, contract award shall be made to the local business.
2. For all other sealed competitive methods where the objective factors
used to evaluate the responses from proposers are assigned point
totals. Where evaluation of criteria, including and beyond price, is the
determining factor for award, the total score of each individual evaluation
committee member's total points of the local vendor will adjust upward
by five percent.
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3. The determination as to whether a bidder or proposer is a local business
shall be made by Village staff based upon documentation submitted by
the bidder or proposer at the time of bid or proposal submission as
verified by staff.
This section shall not apply to professional services procured pursuant to
the State of Florida Consultants Competitive Negotiations Act.
An eligible bidder or proposer must satisfy the criteria set forth below. The
Village has sole discretion in determining whether a business meets the
following criteria to qualify for a local business preference:
1. A bidder or proposer shall complete, fully execute and provide all
required information contained in the sealed competitive method related
to the local business preference program requirements; and
2. In order to qualify for local bidder preference a proposer seeking local
vendor preference shall have no history within the prior three years of
non-performance, delinquent fees, liens or code violations.
In accordance with 2 CFR Sec. 200.319(b), the Village's local business
preference program shall not apply to solicitations utilizing federal funding
sources.
XXI. FEDERAL AND STATE PROJECTS; FEDERAL GRANTS
FEMA grant and cooperative agreements requirements ($25, 000.00 or
more). Contractors are subject to the debarment and suspension regulations
implementing Executive Order 12549, Debarment and Suspension (1986) and
Executive Order 12689, Debarment and Suspension (1989) at 2 C.F.R. Part
180 and the Department of Homeland Security's regulations at 2 C.F.R. Part
3000 (Non -procurement Debarment and Suspension). These regulations
restrict awards, sub -awards and contracts with certain parties that are debarred,
suspended or otherwise excluded from or ineligible for participation in federal
assistance programs and activities. See 2 C.F.R. Part 200, Appendix II,
Paragraph I; and Chapter IV, Paragraph 6.d and Appendix C, Paragraph 2. A
contract award must not be made to parties listed in the SAM Exclusions
(www.sam.gov). SAM Exclusions is the list maintained by the General Services
Administration that contains the names of parties debarred, suspended, or
otherwise excluded by agencies, as well as parties declared ineligible under
statutory or regulatory authority other than Executive Order 12549.
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XXII. PRE -QUALIFICATION OF BIDDERS — CONSTRUCTION PROJECTS; BONDS
The Village Manager, with the recommendation of the department head in
charge of the construction project, shall make a determination as to whether the
construction project should be bid using the two-step prequalification process.
If such a determination is made, the prequalification of bidders shall follow the
request for qualifications process.
The recommended list of pre -qualified bidders shall include, at a minimum, the
three top ranked bidders, assuming three responded to the RFQ. Upon approval
of the pre -qualified list of bidders by the Village Council, Village staff may issue
an invitation to bid to the pre -qualified bidders. Only those bidders who have
been so prequalified may then bid on the project. The Village Council may
award the bid to the prequalified bidder who submits the lowest responsive,
responsible bid.
Bonds. Contractor shall be required to provide a payment and performance
bond as provided in Sec. 255.05, F.S., as amended.
XXIII. PAYMENT
By issuing a purchase order in advance of ongoing contracts and purchases of
goods or services utilizing a blank purchase, or over time, funds are properly
encumbered and set -aside to pay these obligations. The encumbrance
ensures that the required funding is available to meet the financial obligations.
Accounts payable pays invoices/detailed receipts which prove and validate
each and every transaction (providing information on what was purchased,
how many was purchased, for how much for each item, when it was
purchased and the total of the purchase) for the Village including those for
external vendor purchases, employee business travel and entertainment
reimbursements, and payments to non -employee independent contractors.
It is the originating department's responsibility to approve invoices or detailed
receipts submit them to the Finance Department/Accounts Payable within the
proper timeframe.
Every vendor's invoice/receipt is due for payment within some period of time
after it is generated. This is normally computed as a number of days after the
invoice date. The Village's standard for payment of vendor's invoices is within
thirty days of the invoice date.
The Village must pay its obligations in a timely manner. Failure to comply with
payment terms often leads to:
■ Credit holds, where a vendor refuses to fill any subsequent order
until the outstanding obligation has been paid; or
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■ Stiffer terms where the vendor may even demand payment in
advance; or
Higher prices on future purchases. The Finance Department does
what is necessary to prevent any of the above from happening
while acting within sound financial internal controls. Departments
must ensure that purchases are properly accounted for to enable
the invoice/receipt to be paid once it is received by the Finance
Department. The Finance Department pays against approved
original invoices/receipts - not statements, summary receipts
(promise to pay a certain amount), proposals, or quotations. The
accounts payable staff will match invoices/receipts submitted
against purchase orders and will give highest payment priority to
original invoices/receipts supported by properly issued and
approved purchase order and confirmation of receipt of items.
Payment on Construction Service Contracts:
Pursuant to the Florida Prompt Payment Act (F.S. 218.735), payment
requests under contracts for construction services shall be paid within
20 days after being stamped "received" by the Village department (unless
an agent is used to approve the payment request, in which case the
payment request shall be paid within 25 days after being stamped
"received" by the Village department).
The payment request maybe rejected in writing bythe Village department
within 20 days after being stamped "received" by the Village department,
in which case the contractor shall revise the payment request and re-
submit it for payment,which must then be paid within 10 days after being
stamped "received" by the Village department.
See the Florida Prompt Payment Act (F.S. 218.735) for additional
requirements.
XXIV. CREDIT MEMOS
If a department believes it is entitled to a credit from a vendor or receives a
credit memorandum that is deemed to be valid, the department should notify
accounts payable and send all credit memos to Finance for processing.
XXV. ADVANCING PERSONAL FUNDS
Individuals, as a general rule, should not advance their own funds to purchase
supplies and services on behalf of the Village. Purchases should be made
through established purchasing policies and procedures. The Village should
deal directly with vendors to arrange forthe receipt of items and the payment of
obligations.
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In limited instances, most often related to business travel and entertainment
expenses, the department or individual may pay for the item and be reimbursed.
If it is necessary that an individual advance money to purchase items for Village
business, the immediate supervisor must first authorize the purchase. The
reimbursement request must be supported by the business purpose of the
transaction, bona -fide proof of payment AND must include the signatures of the
purchaser AND of a direct supervisor who can attest to the receipt of the supplies
or services by the department. Requests for reimbursement lacking these
signatures will be returned to departments. The immediate supervisor should
always review and approve a reimbursement request. This is a basic financial
control pursuant to Generally Accepted Accounting Principles.
XXVI. FISCAL YEAR-END PROCEDURES
The Finance Department seeks to close the fiscal year, complete rate change
calculations and prepare the Village of Tequesta's financial statements in a timely
manner. In order to accomplish this goal, all purchase orders must be received
in the Finance Department by August 31 st in order to be processed in the fiscal
year ending September 30th. Any purchase orders received after August 31 st
will be held and processed in the following fiscal year and encumbered against
the following fiscal year budget.
1st Revised and Approved by Village Council on January 13, 2022.
2"d revision proposed May 11, 2023
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