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CAT A - Atlas Lawn Service- Contract Procurement & Required Provisions ChecklistContract Procurement and Required Provisions Checklist Applicant Name: Category of Work: A RFQ, RFD, or ITB #: Contractor Name(s): Date Contract(s)Awarded: Purpose of Contract(s): Project #(s); U 4 wn tryke- Contract Amount(s): 4 aa+ `-y 0 0. O() PA Reviewer Name: Date Reviewed: Does this contract require further JFO or PDAT review? SOLICITATION Yes ❑ No Cam` Is the solicitation (Request for Proposats (RFP] or Request for Yes Qualifications [RFQ]) included in your file? No ❑ • Were prospective respondents allowed a reasonable amount Yes of time to respond? No ❑ • Positive efforts in hiring women -owned business enterprises to the extent practical? • Positive efforts in the utilization of labor surplus - firms? • Does solicitation contain a clear and accurate description of Yes pr © the technical requirements for the material, product or No ❑ Yes ❑ No services, scope of work (SOW)? Is a record of respondents that were rejected as not responsible or not responsive and rejection reasoning - • Specifications may not contain features that unduly restrict competifion l Yes ❑ Q(two • Are there unreasonable requirements or unnecessary Yes ❑ ❑ experience or excessive bonding requirements? No ❑� a Are there any "brand name" products specified without also listing "or equal"? Yes ❑ No Cam` • Does the solicitation file evidence the following: • Positive efforts in hiring small - business enterprises to Yes ❑ the extent practical? _ • Positive efforts in hiring minority -owned business enterprises to the extent practical? No ZI Yes El No ❑ • Positive efforts in hiring women -owned business enterprises to the extent practical? • Positive efforts in the utilization of labor surplus - firms? Yes ❑ No ❑ Yes ❑ No UK 0 Is the publication (advertisement, invitation to bid, etc) included in your file? Yes No p Yes ❑ No Is a record of respondents that were rejected as not responsible or not responsive and rejection reasoning included in your file? Are there an adequate number of responses documented in the file l Yes ❑ Q(two [21 or more for large purchases and three P] for smalt purchases)? Keep records of proposals in your file. , / No L Yes ❑ No Answers /Comments e Xi 4-- 6 rllc4 i illy c itrr� f!o. 1��Gr1C�L 1�r hry d. M 'S I SOLICITATION (CONTINUED) Answers/Comments Ifof Are copies of all proposals, to include methodology of Yes ❑evaluation and selection process (e.g., bid summary, tabulation sheet, No scoring sheet, cost analysis if needed [see COST ANALYSIS REQUIRED section on following pages] and recommendation]) included in your file? ❑ Are there any potential conflicts of interest? Yes ❑ f No ❑/ WHAT IS THE METHOD OF PROCUREMENT? Answers /Comments ❑ Procurement by small purchase ($$150,000). Procurement by sealed bids (preferred method for construction Yes ❑ contracts). Contract awarded to the lowest responsive, responsible bidder with a firm -fixed price contract (lump sum No ❑ or unit price). Procurement by competitive proposals. L] • If solicitation was for other than "Architectural and Yes L] Engineering (A!E) professional services ", was price included as a selection criteria? No (� • If solicitation was for ASE services, is a cost analysis included in your file (see COST ANALYSIS REQUIRED section, next page)? ❑ Yes ❑ No ❑• Does the solicitation dearly outline the scoring criteria and Yes D lNo associated weights used for selection? fV /1; . L] Procurement by noncompetitive proposals. ❑ • Is there a justification for the use of this method of Yes ❑ procurement included in your file? No ❑ ❑ • Are intergovernmental agreements and Federal surplus Yes ❑ property (if applicable) included in your file? No ❑ TYPES OF CONTRACTS FOR REIMBURSEMENT I Answers /Comments ❑ Lump sum? Yes l7 iNo ❑ Unit price? Yes j No ❑ t( `I 1 . ❑ Cost plus a fixed fee? Yes ❑ No ❑ ! Time and materials contracts: Does it meet all the Yes ❑ requirements? irements? _ - - -- — No I _M1 i PROHIBITED CONTRACTS Answers /Comments LjCost plus a percentage of cost? (MOT PERmrrTED) Yes ❑ I No ❑ ❑ Percentage of construction Cost? (NOT PERMITTED) Ye O No ❑ Piggyback? (Duly permitted under certain circumstances. Elevate Yes ❑ to PDTFI., PAG5 and IBD for guidance.) No Q i BONDING REQUIREMENTS Answers /Comments ❑ is this a construction or facilities improvement contract that exceeds $150,000? If so: Yes ❑/ No g ❑ • Did the bid response include a 5% bid bond? INO Yes ❑ ❑ •Did the winning contractor execute a performance bond for 100% of the contract? Yes ❑/ No ❑ • Did the winning contractor execute a payment bond for 100% of the contract? Yes ❑ No REQUIRED CONTRACT PROVISIONS Answers /Comments L, Does the contract ( >$150,000) contain a provision for administrative and legal remedies for violation or breach of contract? Yes ❑ No p/ ❑Does the contract ( >$10,000) contain a provision for termination of contract for cause and for convenience? Yes tf No ❑ ❑ Does the contract ( >$10,000) contain a provision to comply with Executive Order (ED) 11246, Equal Employment Opportunity (EEO)? Yes — No ❑ ❑ Does the contract (apples to all construction or repair contracts or subcontracts) contain a provision to comply with the Copeland AnWGdcbackAcR yes ❑ No R L3 Compliance with the Davis -Bacon Act There is NO REQUIREMENT for such compliance with the FEMA Public Assistance (PA) or Hazard Mitigation (HM) programs. Yes ❑ No ❑ Is the contract required to comply with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act? Yes ❑ No GY L3 Does the contract (applies to contracts, subcontracts and grants > $150,000) contain a provision to comply with Section 306 of the Clean AirAct Section 508 of the Oean Water Act Executive Order If 736 and Environmental Protection Act (EPA) regulations, 40 CFR 15? Yes o No f!j ❑Does the contract contain a provision stating record retention and access requirements to all records? Yes �❑-,/ No COST ANALYSIS REQUIRED Answers /Comments ❑ were AIE or other professional services procured? ❑ No No C3' ❑ Is the contract a noncompetitive proposal? I Yes ❑ / No ❑ Does the contact contain modifications andlor change orders? Yes ❑ / No ❑Competitively procured contracts (smwu and large): Documentation demonstrating competitive procurement serves as a cost analysis. Yes ❑ lNo 4*00hw2me5 04e4 10050 N.E. SECOND AVENUE MIAMI SHORES, FLORIDA 33138 -2382 TELEPHONE 13051795-2207 FAX: (3051 756 -B972 FROM: Miami Shores Village, 10050 NE 2nd Ave, Miami Shores Village, Fl. MacAdam 6linn MAYOR Sean Brady VICE MAYOR Jonathan Meltz COUNCILMAN Alice Burch COUNCILWOMAN Steven Zelkowitz COUNCILMAN Tom Benton VILLAGE MANAGER Richard Sarafan VILLAGE ATTORNEY SUBJ: Documentation of Exigency/Emergency Circumstances and Use of Emergency Contracts On September 6, 2017, Mayor of Miami Shores Village, Florida, recognized and accepted the Executive Order 17 -235 signed by Governor Rick Scott on September 4, 2017 and proclaimed a State of Emergency for Miami Shores Village. The Mayor's proclamation also endorsed the statutes and ordinances of Miami -Dade County regarding price gouging of commodities and goods sold within Miami Shores Village and further authorized Tom Benton, Village Manager to implement protective measures as determined necessary to ensure public safety and general welfare of the citizens of Miami Shores Village. During the incident period of 04/04/2017 through 1011$12017, the State of Florida was inundated with flooding, high winds and significant damage to the entire Dade County Miami Region. These severe, adverse conditions posed immediate threats to life, public health, welfare and safety, and debris generated by Hurricane Irma created a threat of significant damage to improved public and private property. Per Miami Shores Village Procurement Policy (attached) item #6. "The council may waive or vary any of the procurements herein above set forth upon written recommendation of the Village Manager when such action is determined in the best interests of the Village." As exigent circumstances existed, and there was no power, no internet and limited cell service Miami Shores Village relied on verbal request for "Emergency Request for Quotes" and is using this memo to file as support documentation of the exigent circumstances and compliance with Miami Shores Village Procurement Policy and the Governors Declaration and State of Emergency. -�_ I I. Village Manager, Tom Benton 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 he 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 responsibillty 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. ATTEST: i APPROVED AS TO FORM: Richard Sarafan Attorney Davis, Mayor