1990-14 CDBG Procurement ProcedureRESOLUTION NO. 90-14
is A RESOLUTION OF THE CITY ESTABLISHING PROCUREMENT
PROCEDURES FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM, PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED by the City Council of the City of
Okeechobee as follows:
Section One: Purchases and contracts for equipment, materials,
supplies and/or services, except for personal services, shall be
made in the following manner:
A. The City Administrator shall make purchases and
contracts, not to exceed $600.00 amount, in the open market after
such inquiry as he/she deems necessary to insure that the price
obtained is the most advantageous to the City.
B. For purchases and contracts from $601.00 to
$2,000.00, the City Administrator shall solicit bids orally, by
telephone or in writing from at least three (3) suppliers, if so
many may be available in the area. He/she shall keep on file a
tabulation of the solicitations made and quotations received.
C. For purchases and contracts in excess of $2,000.00,
the City Administrator shall invite bids by: (1) advertisement in
at least one (1) newspaper of general circulation; or (2) mailing
invitations to bid to all available vendors and notices posted in
public places; or (3) a combination of such methods. A tabulation
of bids received shall be retained.
D. All procurement of equipment, materials, supplies
and repairs of services performed by other than City employees
shall be documented. Expenditures under $10.00 may be made from
the petty cash fund and shall be supported by receipts.
Expenditures in excess of $2,000.00 shall be made by formal
contract. All purchases will be accompanied by a purchase order
except:
1. Public Utility Bills
2. Debt Payments
3. Postage
4. Freight and Express Charges
5. Payrolls
6. Petty Cash Expenditures
E. There shall be inserted in all contracts, and
contractors shall be required to insert in all subcontracts, the
following provision: "No member , officer or employee of the City
during his/her tenure or for one (1) year after shall have any
interest, direct or indirect, in this contract or the proceeds
thereof".
F. The City shall give favorable consideration to
small, minority and woman -owned businesses in the selection of
contractors for supplies, equipment, construction and/or services.
Section Two: For the purchases and contracts specified in
Paragraphs 1B and 1C above, lack of competition is permissible only
when an emergency exists which permits no delay because of the
possibility of injury to life or destruction of property, or when
only one (1) source of supply is available and the City
Administrator shall so report of such awards, together with a
•
certification or statement justifying the lack of competition,
shall be made to the City Council.
Section Three: With respect to the purchases and contracts
specified in Paragraphs 1B and 1C above, the City Administrator or
Council shall make the purchase from or award the contract to the
lowest responsible, responsive bidder.
Section Four: Professional services shall be procured as outlined
• in Chapter 286, Florida Statutes.
Section Five: When an original invoice is received it shall be
matched with the number of the City's copy of the purchase order
and attached to the invoice and signed by the person receiving the
merchandise or services. This original invoice shall then be
presented to the Finance Director for payment.
Section Six: This resolution shall become effective October 2, 1990.
ADOPTED this 2nd day of October_, 1990.
ATTEST:
R.W.Pw.4",
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16RAS, CITY CLERK
2
MAYOR OAKLAND R. C MAN