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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - OA4 Award Policies and Procedures - Procurement Division Policies and Procedures 2003
- YEAR CREATED: 2003
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document provides information about the procedures and policies related to small business vendors and the contract database of the City of Miami Beach.
The document starts by outlining the process for awarding contracts to small business vendors. It mentions the completion of the SPO (Small Purchase Order) form and advises the successful vendor of the award through mailing or faxing. It also highlights the importance of marking the SPO as "Confirming - Do Not Duplicate" to avoid duplicate orders. The SPO form requires various details such as vendor name, address, ship to and invoice to information, payment terms, shipping and handling charges, commodity code, quantity, unit, description, unit price, amount, total, department head or authorized signature, contact name and date, and whether the vendor is a minority small business. The document emphasizes the distribution of vendor and procurement copies of the SPO and the retention of department and finance copies. It also mentions that the Procurement Division monitors the use of small purchase orders and has the authority to revoke privileges in case of abuse.
The second part of the document focuses on the contract database policy and procedure. It states that all contracts for goods and services with expiration dates will be monitored and reported using the Procurement Division's Contract Database. The procedure involves entering pertinent information about the contracts, such as vendor name, bid number, title, originating department, contract start and ending date, renewal periods, dollar amount, insurance certificate expiration date, and payment and performance bond expiration date (if applicable). A report is generated on the first business day of each month, listing all contracts expiring in the next 180 days. This report is reviewed by the Procurement Director and then distributed to all departments and divisions for review and comments. A final report is prepared and forwarded for approval by the appropriate department/division director, Assistant City Manager, and City Manager. Once approved, the informational report is placed on the agenda.
Overall, the document provides a detailed summary of the procedures and policies related to small business vendors and the contract database of the City of Miami Beach.