R-90-663• •
CITYOF CLERMONT
RESOLUTION
No. 663
A RESOLUTION OF THE CITY OF CLERMONT, LAKE COUNTY,
FLORIDA, ADOPTING A PURCHASING POLICY AS AUTHORIZED IN
ORDINANCE 264-C, CITY OF CLERMONT CODE OF ORDINANCES AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Clermont has adcpted
Ordinance 264-C of the Code of Ordinances authorizing the adoption
of a Purchasing Policy.
NOW, THEREFORE, BE IT RESOLVED, that the City of Clermont
Purchasing Policy Manual, hereto attached and made a part of this
Resolution, is hereby adopted.
BE IT FURTHER RESOLVED, that the City Council of the City of
Clermont may amend the Purchasing Policy by Resolution when deemed
necessary and in the best interest of the City of Clermont.
THIS RESOLUTION SHALL TAKE EFFECT IM2~DIATELY UPON ITS
ADOPTION.
DONE AND RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLERMONT, LAKE
COUNTY, FLORIDA THIS ~~DAY OF ) 1990.
G
Robert A. Pool, Mayo
Attest:
~--- / /
~ V
E. Van i e, City Clerk
1
1
1
1
1
1
L~
~i
L~
Adopted by Council 3-27-90
~ ~
1
1
1
1
CITY OF CLERMONT
PURCHASING POLICY MANUAL
1
1
1
1
1
1
1
1
1
1
•
CITY OF CLERMONT
PURCHASING POLICY MANUAL
INDEX PAGE
SECTION I. GENERAL 1
A. Authority 1
B. Purpose 1
C. Scope 1
D. Responsibility 1
E. Objective 1
F. Minority Program 2
G. Ethics 2
SECTION II. METHODS OF SOLICITING VENDORS 3
A. Request for Information 3
B. Verbal Quotation 3
C. Request for Quotation g
D. Invitation to Bid 3
E, Request for Proposal 3
SECTION III. TYPES OF PURCHASES 5
A. Less Than $1, 000 5
B. $1,000 to $5,000 5
C. Over S5, 000 5
D. State Contract & Cooperative
Purchase Agreements g
E. Sole Source Purchases g
F. Emergency Purchases g
G. Petty Cash 7
SECTION IV. SURPLUS & OBSOLETE PROPERTY DISPOSAL g
• •
' SECTION I. GENERAL
' A. AUTHORITY
The control of purchasing activity within the
structure of the municipal government of the City
' of Clermont is expressly assigned to the City
Manager by the City of Clermont Charter, Article V,
Section 32.
'
Within the scope of his authority, the City Manager
may appoint an individual to assume the duties of
' Purchasing Agent, subject to approval by the City
Council. The Purchasing Agent shall act at the
direction of the City Manager and shall have those
duties and responsibilities that are assigriecl by
' the City Manager. The Purchasing Agent shall work
within the guidelines and policies as set forth in
this Purchasing Policy Manual and any deviations
' from these procedures must be approved by the City
Manager.
' B. PURPOSE
To establish procedures to enhance the efficiency
of the procurement policy and ensure that the City
' obtains supplies, equipment, and services that meet
the needs of the City as economically as possible.
' C. SCOPE
Applies to all City Departments and other
governmental operations under the City Council's
jurisdiction and to all purchases of goods and
services.
' D. RESPONSIBILITY
The Purchasing Agent exercises control over the
purchasing process as set forth in this manual and
' may adopt operational procedures governing the
administration of the process within these
' guidelines.
E. OBJECTIVE
' 1. To establish policies and procedures
for all aspects of the procurement
method .
' 2. To establish policies and procedures
to guarantee competition among a
' sufficient number of potential
vendors.
1.
~I
C'
F.
G.
•
3. To establish policies and procedures
to guarantee the procurement of
goods and services that meet the
quality s tandards of the City a t the
best available cost.
MINORITY PROGRAM
Minority businesses shall be ensured to have
an equitable opportunity to participate in the
City's procurement process.
ETHICS
1. Acceptance of gifts at
other than advertising nog
prohibited. Employees
become obligated to any
and shall not conclude
transaction from which
personally benefit.
any time,
~elties, is
must not
suppliers
any City
they may
2. No city officer or employee shall
bid for, enter into or be in any
manner interested in any contract
for city purchases. Nor shall any
officer or employee seek to
inf luence the purchase of a product
or service from any offeree; except
this restriction shall not be
construed to restrict persons from
evaluating and appraising the
quality and value of the product to
be purchased or service to be
rendered where the person's scope of
employment contemplates advice and
council with respect to the
purchase. No city officer or
employee shal l receive benef it of
any nature from prospective bidders.
The avoidance of actual or apparent
conflicts of interest is a prime
requisite to the efficient and sound
operation of government and
maintenance of the public trust.
2.
•
SECTION II. METHODS OF SOLICITING VENDORS
SECTION II. METHODS OF SOLICITING VENDORS
A. REQUEST FOR INFORMATION
This is a preliminary step to gather current
catalogs or information about the commodities,
' services, experience and reputation of
potential vendors. It can frequently serve as
a screening process to determine vendors wrio
best qualify to serve the City's needs. This
' can save both the City and the potential vendor
time in the actual purchasing process.
' B. VERBAL QUOTATIONS
This is a method used to gather price
information when time restraints and/or low
' value of the purchase do not warrant a written
quotation. This is the method used for most
purchases under $1, 000, but never for purchases
over $l, 000.
C. REQUEST FOR QUOTATIONS
' This method is used to solicit written quotes
from vendors. This is the method used for
purchases in excess of $1,000, but less than
' $5,000. The City's current Vendor Bid List
wil l serve as the primary source of qualified
vendors who have designated interest in the
' needed item.
D. INVITATION TO BID
' This is the standard method used for the
acquisition of goods and services whenever
possible and always for purchases in excess of
' $5,000, except for emergency purchases or sole
source items or other items expressly exempted
by this manual or the City Council. The
Invitation to Bid is accompanied by
specifications, bid forms, and other contract
documents as needed.
'
E. REQUEST FOR PROPOSALS
' A Request for Proposal is very similar to an
Invitation to Bid. However, the process is
more complex. It is most commonly used for
services rather than for commodities. This
' method requires the vendor to provide detailed
~ ,.
1 ~ •
t information in response to the Request for
Proposal and usually results in a contractual
agreement. Also, the process allows for
negotiation in the ~~cope of requested services,
' price, and delivery; whereas the sealed bid
method allows no substantive changes.
i~
1
0
~~
~~
4.
•
C:
SECTION III. TYPES OF PURCHASES
~ • •
' SECTION III. TYPES OF PURCHASES
A. LESS THAN $1,000
' A verbal request for quotes shall be made for
purchases of less than $1, 000. E<rery reasonable
effort should be made to obtain a verbal quote from
' at least three (3) qualified vendors. Vendor
selection and award shall be based on qualifications
of the vendor, acceptability of the product,
' delivery time, inventories, past performance, degree
of compliance with requirements, price and other
circumstances that will encourage delivery of the
best products and services for the money expended.
' A written record of explanation will be included in
the bid file.
B. $1, 000 TO $5, 000
No less than three (3) vendors for purchases in
excess of $1,000 but less than $5,000 shall be
solicited to submit written quotations by a
specified date. Award shall be made to the vendor
based on the same selection criteria as outlined in
Section III. A. The written quotations shall be
retained as public record. If at least threz
quotations are not possible, a written record of
explanation will be included in the bid file.
C. OVER $5,000
ALL purchases over 55,000 must be approved by the
City Council. Competitive formal (sealed) bids are
required unless otherwise excepted by other sections
of this manual and shall be submitted by the
following method:
1. Invitation to bid advertised in newspaper and
other appropriate publications. Invitation
should be published once a week for two
consecutive weeks the last date of publication
being at least five (5) days before the bid
opening and the first date of publication being
at least nineteen (19) days prior to the bid
opening.
2. Written solicitation mailed to known
vendors with a minimum of ten (10} days
between mailing date and bid date.
3. Bids opened at specific date, time
and location and read.
5.
I~
•
~. Bid tabulation.
5. Recommendation to City Manager.
6. City Manager presents recommendation
to Council for approval and award of
bid.
D. STATE CONTRACT PURCHASES OR COOPERATIVE
PURCHASE CONTRACTS
In that State Contracts have already been bid
by the State's Division of Purchasing, the
requirement for bidding is waived for State
Contract purchases.
Purchases may also be made from other qualified
bids of other governmental agencies where
Cooperative Purchasing Contracts or other
cooperative bid arrangement s are in effect .
This method of purchase is particularly
desirable if time is a constraint or if the
chances for obtaining better prices from local
sources is poor.
E. SOLE SOURCE PURCHASES
A purchase may be made without competition when
it is determined and substantiated in writing,
after conducting a good faith review of
available sources, that there is only one
source for the goods or service. Price and
terms shall be negotiated and a record of sole
source procurement shall be maintained as a
public record. Information as to deviation
from standard purchase procedures shall be
documented in the purchase file.
This method of procurement should be utilized
when justified and absolutely necessary to
serve City needs.
' F. EMERGENCY PURCHASES
Emergency purchases are to be used by the using
' department (on approval of the Department Head)
only when the normal functioning and operation
of the department would be hampered by adhering
to usual procedure or where property, equipment
' or life are endangered through unexpected
circumstances.
u
6.
G.
•
•
A written justification of the emergency
purchase must be prepared and approved by the
City Manager and accompany the invoice for
payment .
PETTY CASH
When a requirement exists for an exper-diture
of less than $50, the purchase may be made by
an authorized employee who must obtain a sales
receipt for reimbursement.
7.
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
SECTION IV. SURPLUS & OBSOLETE PROPERTY DISPOSAL
r • ~
' SECTION IV. SURPT.US AND OBSOLETE PROPERTY DISPOSAL
Property no longer needed by the City shall be disposed
' of in a manner that will most. benefit the operation of
the City and the welfare of its citizens. Disposal will
normally be by sealed bids or public auction. Sealed
' bids for disposal of surplus property shall be processed
using the same method as that used for purchasing by
sealed bid with appropriate modifications.
t Items which (a) are likely to lose value if held for bid
or auction, (b) have a firm offer made on them and would
not be expected to bring more at a bid or auction and (c)
' bidding would be inappropriate by nature may be sold with
City Manager approval. Any such sale shall be documented
for public record.
f]
1
1
~I
1
1
1
1
1
S.
1