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Document
Short Term Credit Facility Q2517
Year Created: 2025
DOCUMENT
POL - Procurement Policy & Proceducres Manual
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Finance
The document outlines the contract procedures for capital projects undertaken by the City. It states that a Project Manager is appointed by the City Manager for each project, who is responsible for reviewing and approving payment requests from the contractor, inspecting the work to ensure compliance with project plans and specifications, negotiating change orders, maintaining a good working relationship with the contractor, and keeping the project on schedule and within budget.
The document also mentions that change orders up to 5% of the contract price or $25,000 can be approved by the City Manager, but any change orders exceeding this limit must be forwarded to the City Commission for approval.
Furthermore, the document explains that the City has the option to "piggy-back" on contracts issued by other governmental entities, such as the State of Florida, other Florida political sub-divisions, or the federal government. These contracts have already undergone a competitive bidding process, so additional bidding is not required by the City. The approval process for procurement from these contracts depends on the value of the requirements, with the Department Head, City Manager, or City Commission having the authority to approve based on the value.
The document also mentions the City's ability to engage in intergovernmental purchasing, including cooperative purchasing agreements with other units of government. This can involve the sale, acquisition, or use of supplies, as well as the joint use or lease of facilities. However, cooperative purchasing is only permitted if the unit of government conducting the procurement operations follows the principles of open competition and all participants agree to abide by contractual requirements.
Ethics in the procurement process are emphasized, with the Purchasing Department aiming to promote the City's reputation for courtesy, fairness, and impartiality. The department adheres to ethics set forth by the City Personnel Policy and the National Institute of Governmental Purchasing.
Lastly, the document states that the City Commission has the power to waive any of the purchasing policy requirements if it deems it beneficial or expedient for the City to do so.