[Amended 1-19-1988 by Ord. No. 87-26; 1-18-1992 by Ord. No. 92-01; 2-9-1993 by Ord. No. 93-02; 8-27-1996 by Ord. No. 96-06; 1-11-2000 by Ord. No. 99-08; 11-13-2001 by Ord. No. 2001-08]
A. Unless otherwise provided in this chapter, all expenditures
for the procurement of commodities or contractual services which are
estimated to exceed $35,000 shall be awarded by competitive sealed
bid or proposal.
[Amended 10-9-2012 by Ord. No. 2012-02]
B. For expenditures over $35,000 the Finance Director
shall determine whether to solicit sealed bids or a request for sealed
proposals. For each expenditure which requires bids or proposals pursuant
to this chapter, an invitation shall be issued which shall include
a detailed description of the commodities or contractual services
sought; the deadline for submittal and the criteria for selection
which shall include but need not be limited to price. If the option
to renew is contemplated it shall be so stated in the invitation.
Advertising for all bids and proposals shall be conducted in a manner
that encourages the largest number of responses for a reasonable cost.
Advertising may include newspapers, City Web page, direct solicitation
by e-mail, regular mail, City television station or any other means
of communication. The contract shall be awarded by the City Commission
to the qualified and responsive bidder who submits the lowest responsive
bid or to the respondent who submits a proposal that is deemed in
the best interest of the City. Nothing herein shall prohibit the City
Commission from rejecting one or more bids or responses.
[Amended 10-9-2012 by Ord. No. 2012-02]
C. In accordance with Florida Statute § 112.08,
group health and life insurance for City employees shall be awarded
by competitive bid. For purposes of this subsection, "competitive
bid" shall mean written premium quotes obtained from three or more
insurance companies licensed to do business in Florida. The City shall
meet the advertising requirement by having one or more insurance brokers
solicit bids on behalf of the City and shall advertise the solicitation
of bids on the City television channel.
D. Exceptions. Regardless of the amount of the contract,
no competitive bids, proposals or quotes shall be required in the
following circumstances:
(1) The services or commodities are being provided by
any other governmental entity pursuant to an interlocal agreement.
(2) The services include any type of artistic endeavor
not covered by Florida Statute § 287.055.
(4) Legal services, including paralegals; expert witnesses,
including appraisal services; and court reporters.
(5) Grant match funds required to be paid to a specific
corporation.
(6) The commodities or services are available through
an existing federal, state or county contract.
(7) The commodities or services are available through
an existing municipal contract, provided the contract was competitively
bid.
(8) The service or commodity is only available from a
sole source as verified by the Finance Director.
(9) The service or commodity is selected by another entity
and required for conformity (i.e., county EMS radio equipment).
(10) The commodities or services are determined by the
City Commission to be needed immediately to avoid endangering public
health, safety or welfare or to avoid other substantial loss to the
city.
(11) Professional architectural, engineering and surveying
services covered by Florida Statute § 287.055, the Consultants'
Competitive Negotiations Act.
E. The city shall not divide the procurement of commodities
or contractual services so as to avoid the requirements of this chapter.
In determining the value of a service contract the amount paid annually
for the service shall be used.
F. For each contractual services contract awarded pursuant
to this chapter, the City Commission shall designate an employee to
function as contract manager. The contract manager shall be responsible
for enforcing performance of the contract terms and conditions and
to serve as liaison with the contractor. Said contract manager shall
have the authority to approve change orders to contracts, provided
the cumulative amount of the change orders on a single contract does
not exceed $25,000 and there are funds available in the specific line
item of the budget to cover the expense. The Director of Finance shall
establish procedures to ensure that contractual services have been
rendered in accordance with the contract terms prior to processing
the invoice for payment.
[Amended 1-20-1987 by Ord. No. 86-19; 1-19-1988 by Ord. No. 87-26; 7-18-1989 by Ord. No. 89-16; 8-15-1989 by Ord. No. 89-19; 1-28-1992 by Ord. No. 92-01; 8-27-1996 by Ord. No. 96-06; 11-13-2001 by Ord. No.
2001-08]
The City is governed by and shall adhere to
the Consultants' Competitive Negotiation Act set forth in Florida
Statute § 287.055 and the thresholds established in Florida
Statute § 287.017 for the procurement of professional architectural,
engineering, landscape architectural, or surveying and mapping services.
[Amended 1-28-1992 by Ord. No. 92-01; 1-11-2000 by Ord. No. 99-08; 11-13-2001 by Ord. No.
2001-08; 10-9-2012 by Ord. No. 2012-02; 9-13-2021 by Ord. No. 2021-06]
A. Expenditure for commodities or contractual services
which are under $15,000 require authorization by the director of the
department.
B. Expenditures over $15,000 and under $35,000 require
the director of the department to procure three price quotes. Quotes
or a written memo detailing oral quotes shall be furnished to the
Finance Department. In the event the director of a department does
not select the lowest quote, he or she shall prepare a memo explaining
the reasons for selecting the higher price, and the memo shall be
signed by the commissioner of his or her department before the expenditure
is made. The Director of Public Works shall have the authority to
waive the requirement of procuring quotes by declaring an expenditure
of up to $25,000 an emergency. Before declaring an emergency, the
Director of Public Works shall make every effort to consult with the
Commissioner of Public Works. An emergency is an expenditure needed
immediately to avoid endangering public health, safety or welfare
or other substantial loss to the City. The Director of Public Works
shall submit a memo to the Finance Department substantiating the emergency
expenditure.
[Amended 8-15-1989 by Ord. No. 89-14; 5-15-1990 by Ord. No. 90-14; 1-28-1992 by Ord. No. 92-01]
A. Petty cash funds.
(1) Petty cash funds are established to provide a ready
source of funds for payments of miscellaneous expenses such as supplies,
miscellaneous postage, etc., and should not be used for expenses which
exceed $20 unless prior approval is obtained from the Director of
the department. The petty cash fund eliminates the need for writing
checks for small items and facilitates quick minor disbursements.
(2) A petty cash voucher shall be prepared and signed
by the employee and the Director of the department. If advance cash
is received, the expenditure must be accounted for by each respective
Director of the department for purchases made with a combination of
cash returned and receipt (invoice) for materials. Advance amount
is then changed to reflect actual expenditure. All petty cash receipt
disbursements must be accounted for by a petty cash receipt (signed
by employee and Director of the department) and materials receipt.
B. Travel expenses. The provisions of F.S. § 112.061
are superseded by the provisions of this section, and any provisions
of F.S. § 112.061 which are not in direct conflict with
this section are deemed to have been considered and specifically rejected
by the City. Travel expenses for all authorized travel, including
transportation, meals, lodging, communications and registration fees,
shall be reimbursed at actual cost without regard to the limitations
set forth in F.S. § 112.061. Any person authorized to travel
at City expense shall complete an expense report on the forms provided
by the Finance Department and shall attach receipts for all expenses.
The Finance Department shall reimburse all properly documented expenses.
Any individual who is authorized to travel may obtain a cash advance,
based on the reasonable projected cost of the trip, by submitting
a check request to the Finance Department. In cases where an advance
is given, any money advanced but not expended shall be returned to
the Finance Department within one week of returning from a trip, together
with the required expense report and receipts for the expenses incurred.
[Amended 4-22-1997 by Ord. No. 97-05]
C. A City Visa/Master Card is available for use with
the authority of any Director of any department or a Commissioner.
[Added 11-15-1988 by Ord. No. 88-28]
Under circumstances where materials, services
or parts may be provided only by a sole-source provider, advertising
for bid requests and the procurement of three quotations may be waived;
however, all other provisions under this chapter shall be observed.
[Added 4-22-1997 by Ord. No. 97-05; amended 11-24-1998 by Ord. No. 98-12]
A. The City Commission (hereinafter Commission) has considered
the subject of expenses, has considered the state law as it applies
to travel and the expenditure of public funds and makes the following
findings of fact:
(1) It is in the best interest of the public for the City
to reimburse members of the Commission for attending conferences,
meetings and functions which the majority of the Commission feel provide
an opportunity for education and sharing ideas with other community
leaders.
(2) The public benefits by having Commission members who
are well educated in municipal affairs and have a good working relationship
with other community leaders.
(3) Commission members are less likely to attend important
meetings and seminars if they are required to pay the expense of attending
such functions from their personal funds.
(4) The public is entitled to examine the expense reports of
members of the Commission.
B. Members of the Commission shall be entitled to receive
reimbursement for the expense of attending any event, conference,
seminar, meeting or other function which is approved for reimbursement
by the Commission. The Commission shall, by resolution, set forth
specific monthly and annual functions for which reimbursement is approved. In addition, the Commission may approve specific additional functions by motion. All expenses shall be accounted for and reimbursed as set forth in §
48-4B of this Code.
[Amended 8-25-2009 by Ord. No. 2009-02; 11-8-2016 by Ord. No. 2016-11]
[Adopted 5-10-2011 by Ord. No. 2011-04]