Res. No. 193-09-13002RESOLUTION NO. 193 -09 -13002
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA, APPROVING
ANTICIPATED EXPENDITURES WITH VENDORS WHICH THE
CITY ESTIMATES THE PAYMENTS FOR THE FISCAL YEAR TO
EXCEED $5,000; INSTRUCTING THE CITY MANAGER TO
REPORT ON A MONTHLY BASIS CONTRACTS ENTERED INTO
WITH VENDORS IN EXCESS OF $5,000; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Charter requires that all contracts for goods and services in
excess of $5,000 shall be approved by the City Commission, and
WHEREAS, the City estimates that it will order services from vendors listed on `Exhibit
A" services or goods in amounts exceeding $5,000 during Fiscal Year 2009 -10, and
WHEREAS, the vendors listed on "Exhibit A" were selected based on competitive bids
sought from at least three different sources of supply if available, or from other governmental
agencies that follow a similar bidding process or were determined to be sole sources or the most
reliable and cost effective based on location.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. That the City Commission approves the list of vendors on `Exhibit A ", which the
City estimates the payments for the fiscal year 2009 -10 to exceed $5,000.
Section 2. That the City Commission instructs the City Manager to report on a monthly
basis the use of the authority granted.
Section 3. That these disbursements will be charged to each department's appropriate
expense account, as approved on the Fiscal Year 2009 -2010 adopted budget.
Section 4. This resolution shall take effect upon adoption.
PASSED AND ADOPTED this November 3rd 2009.
APPROVED:
QATTEST:
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Commission Vote:
5 -0
READ N APPROVED A5
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Mayor Feliu:
Yea
ARM:
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Vice Mayor Beasley:
Yea
Commissioner Newman:
Yea
ATTORNEY
Commissioner Palmer:
Yea
Commissioner Sellars:
Yea
South Miami
CITY OF SOUTH MIAMI 111111
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM 2001
To: The Honorable Mayor, Vice Mayor and Mer rs of the City Commission
Via: Roger M. Carlton, City Manager GWIA�
From: Matilde G. Menendez, Finance Director
Date: November 3, 2009 Agenda Item:
Subject: Authorization of list of vendor over $5,000.
Request: A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI, FLORIDA, APPROVING
ANTICIPATED EXPENDITURES WITH VENDORS WHICH
THE CITY ESTIMATES THE PAYMENTS FOR THE FISCAL
YEAR TO EXCEED $5,000; INSTRUCTING THE CITY
MANAGER TO REPORT ON A MONTHLY BASIS
CONTRACTS ENTERED INTO WITH VENDORS IN EXCESS
OF $5,000.
Background:
The City Charter requires that all contracts for goods and services in
excess of $5,000 shall be approved by the City Commission. During the
discussion held during the October 20`t', 2009 City Commission meeting,
it was clear that the members of the Commission desired additional
reporting regarding the annual vendor approval process.
Following are the three categories of expenditures:
1. One time purchases exceeding $5,000. These purchases will be
presented through separate resolutions for the City Commission's
approval.. .
2. Combined expenditures for a vendor that will exceed $5,000 for
the year. These vendors are included in this resolution, Exhibit A,
for Commission approval. The resolution instructs the City
Manager to report monthly to the City Commission regarding the
use of the authority granted. The monthly report will include the
name of the vendor, the expenditure amount for the month and
year -to -date total.
3. Normal operating expenses of the City; such as fuel and utilities.
These expenditures could exceed $5,000 per purchase. They will
not be included in a separate resolution since the vendors and the
annual budget have already been approved by the City
Commission. These vendors will also be included the monthly
report submitted by the Manager, as specified in item 2 above.
Recommendation:
In order to comply with the City Charter, it is recommended that the City
Commission approve the list of vendors which the City estimates the
payments for the Fiscal Year 2009 -10 to exceed $5,000.
Attachments:
• List of Vendors over $5,000 (Exhibit A)
• Vendor's over $5,000 backup CD