R-1006-00 1006-2000
RESOLUTION NO.
A RESOLUTION OF THE MIAMI SHORES VILLAGE COUNCIL,
REPEALING RESOLUTION NO. 939-95 CONCERNING THE
PURCHASING POLICY OF MIAMI SHORES VILLAGE,AND
ESTABLISHING A NEW PURCHASING POLICY.
BE IS RESOLVED BY THE MIAMI SHORES VILLAGE COUNCIL:
It shall be the policy of Miami Shores Village to make purchases of goods and services in
the following manner,which purchases shall be made to the best advantage of the Village:
1) All purchases which exceed$25,000 in value shall be made by the Village
Council on the basis of sealed bids. Said procedure may be waived by the
Council upon written recommendation of the Village Manager when said action is
determined to be in the best interest of the Village.
2) All invitations to bid shall include a reservation by the Village of the right to
reject any and all bids.
3) Purchases for an estimated amount of$15,000 to $25,000 in value shall be made
by the Village Council. Said proposed purchases will be provided to the Village
Council with three(3)written quotations and a recommendation memorandum
from the Village Manager.
4) Purchases of an estimated amount of$15,000 or less shall be handled by the
Village Manager in the following manner.
A) In the case of purchases estimated to be less than$3,000,the goods or
services shall be purchased from the Vendor at the discretion of the
Village Manager.
B) In the case of purchases estimated to be less than$7,500 and more than
$3,000,the Village Manager or Department Heads shall secure a minimum
of three(3)telephone quotations. Said telephone quotations shall be
submitted at the time a purchase order is processed for the goods or
services desired. Telephone quotes shall be submitted on the standard
telephone quote sheet.
C) Purchases estimated to be less than$15,000 and more than$7,500 shall
require a minimum of three (3)written quotations. Said written quotations
shall be attached to the purchase order at the time the purchase order is
processed for the goods or services desired.
D) In regard to any purchase of goods or services under this Section 4,the
Village Manager shall aggressively seek the best possible product or
service for the lowest price which meets the needs of the department
requesting the purchase.
5) Items listed on any authorized State, County, Municipal or G.S.A. bid list may be
purchased without bidding.
6) The Council may waive all procedures hereinabove set forth upon written
recommendation of the Village Manager.
7) When the Village Manager determines that an immediate purchase of goods or
services is required to prevent harm to the health, safety or welfare of the residents
of the Village or to prevent a loss or damage to public property,the Village
Manager may authorize such purchase without regard to the value thereof, and if
said purchase is in excess of$15,000,the Village manager shall advise the
Council of same as soon as possible.
8) Purchasing policies contained within this Resolution under$15,000 shall be
waived in the event a good faith effort has been made to secure a good or service
when it is determined by the Village Manager or Department Head that there is a
sole source for the commodity desired. When this situation exists, "sole source"
is to be indicated on the purchase order at the time the purchase order is
submitted. It shall be the responsibility of the purchasing officer to ensure that all
reasonable purchasing avenues have been exhausted before an item is declared to
be a sole source.
9) This purchasing policy shall not apply to items that must be disassembled in order
to obtain a price quotation.
10) Resolution No. 939-95 is hereby repealed.
PASSED AND ADOPTED THIS 15th day of February , 2000.
ATTEST: Mark S. Ulmer,Mayor
edav a 2L,"-
Barbara A. Fugazzi, CNfC
Village Clerk
APPROVED AS TO FORM:
I
Richard Sarahn-
Village Attorney