R-1124-07 RESOLUTION NO. 1124-07
A RESOLUTION OF THE MIAMI SHORES VILLAGE COUNCIL, REPEALING
RESOLUTION NO. 1006-2000 CONCERNING THE PURCHASING POLICY
OF MIAMI SHORES VILLAGE, AND ESTABLISHING A NEW PURCHASING
POLICY.
WHEREAS, the current purchasing policy contained in Resolution No. 1006-2000 has been in
effect since February, 2000; and,
WHEREAS, it is recognized by the Village Council that the purchasing policy limits needs to
be reviewed and amended from time to time; and
WHEREAS, the current purchasing limits inhibits the prompt and efficient delivery of goods
and services to the residents of the Village; and
WHEREAS, it is in the best interest of the Village to increase the purchasing policy limits by
repealing Resolution No. 1006-2000 and passing a new resolution,
NOW, THEREFORE, BE IT RESOLVED BY THE MIAMI SHORES VILLAGE COUNCIL, that:
Section 1. 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 for which the total purchase price exceeds $35,000 shall be made on
the basis of sealed bids and shall require Village Council approval.
2) All invitations to bid shall include a reservation by the Village of the right to reject
and any all bids.
3) Purchases for an estimated purchase price of$25,000 to $35,000 shall be made on
the basis of three (3) written quotations and a recommendation memorandum from
the Village Manager, and shall require Village Council approval.
4) Purchases of an estimated amount of$25,000 or less shall be within the purchasing
authority of the Village Manager and may be made as follows:
a) In the case of purchases estimated to be less than $3,000, the goods or
services may 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 quotations shall be submitted on a standardized
telephone quote sheet.
C) Purchases estimated to be less than $25,000 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 are
presumed to have been approved through a competitive bidding process and do not
need Village Council approval.
6) The Council may waive or vary any of the procedures hereinabove set forth upon
written recommendation of the Village Manager when such action is determined to
be in the best interests of the Village.
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$25,000, the Village Manager shall advise the Council of
same as soon as possible.
8) Purchasing policies contained within this Resolution for purchases under $25,000
may be waived by the Village Manager in the event a good faith effort has been
made to secure a good or service and 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 Department
Head for the department purchasing the item 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.
Section 2. Passage of this Resolution will effectively repeal Resolution No. 1006-2000.
PASSED AND ADOPTED THIS 6th day of March , 2007.
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ATTEST:
Davis, Mayor
Barbara A. Estep, MMC
Village Clerk
APPROVED AS TO FORM:
Richard Sarafan
Attorney