Res. No. 124-04-11903RESOLUTION NO.124-04-11 903
A RESOLUTION OF THE CITY OF SOUTH MIAMI,FLORIDA,
NOTIFYING THE CITY COMMISSION OF EXPENDITURES
ISSUED TO VENDORS EXCEEDING THE $5,000 LIMIT AS
OUTLINED IN THE CITY CHARTER FOR THE CURRENT
FISCAL YEAR;CHARGING THE DISBURSEMENTS TO THE
CORRESPONDING DEPARTMENT EXPENSE ACCOUNTS
PREVIOUSLY APPROVED ON THE 2003/2004 ADOPTED
BUDGET;AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS,thecurrentadministrationhasdiscoveredthatpreviouspurchasing
procedures where not in full compliance with the City Charter and/or applicable
ordinances;and
WHEREAS,thecityadministrationrecognizesthenecessityandwishesto
complywithallapplicable purchasing procedures;and
WHEREAS,duringthecurrentfiscalyear,somecity-widepurchaseshave
exceeded orwill exceed $5,000.00 tothesame vendor;and
WHEREAS,alltheseexpenditureswerepreviouslyapprovedinthe2003/2004
adopted budget;and
WHEREAS,weutilize"piggybacking"onMiamiDadeCountyFuelBidswhich
changepricesonaweeklybasis;and
WHEREAS,in accordance withthe City's competitive bidding procedures,the
list of vendors below havebeen approved byeither "piggy backing"onState,County,or
Municipal Bids,orby obtaining directquotes
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,THAT:
Section 1.TheCityManagerhasnotifiedtheCity Commission of purchases that
haveexceededorwillexceed$5,000bytheend of thecurrentfiscalyearfromthe
following vendors:
1-AceLawnmower $7,800.00 22-HTE $29,600.00
2-AdvanceDigital$9,000.0023-JamWelding $5,600.00
3-Advance PublicSafety$7,136.0024-KilowattsElectric$6,000.00
4-Alfi Electronics $10,140.00 25-Kilpatrick Turf $6,000.00
5-American Genuine $7,000.0026-Law Enf Supply $7,500.00
6-Amerilumber $12,000.0027-MacPaper $6,500.00
7-Artemisa Fence $7,600.00 28-Martino Tire $8,000.00
8-ATP Petroleum $8,000.00 29-Matty's Sports $17,025.00
Pg.2 of Res.No.124-04-11903
9-Auto Miami Paint &Body $7,265.00
10-Branching Out $24,763.00
11 -CDW-G Computing $11,327.00
12-CompUSA $15,527.00
13-Coral Gables L/M $20,000.00
14-Cosgrove Enterprises $18,000.00
15-Daily Business Review $5,000.00
16-Dell $71,561.00
17-Fence Masters $6,500.00
18-Galloway OfficeSupplies $12,000.00
19-Global Industrial $6,000.00
20-Harrison Uniforms $24,631.00
21-Hewlet Packard $12,192.00
30-Metro Auto Paint $7,000.00
31-Metro K-9 Services $5,530.00
32-Miami Dade ITD Radio $16,000.00
33-Miami Herald $47,698.00
34-Office Depot $28,039.00
35-Omar &Sons A/C $13,300.00
36-Pride of Florida $5,500.00
37-Sopus $7,000.00
38-Tropical Int'l $7,000.00
39-US Lawns $12,151.00
40-Water Wizard $5,830.00
41-World Printing$8,000.00
Section 2.We "piggy back"on Miami Dade County Fuel Bids which change
pricesonaweeklybasis.
Section 3.These budget disbursements be charged to each department's
appropriate expense account as approved on the 2003/2004 adopted budget.
Section 4.This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this27thday of July 2004.
ATTEST:
READ AND APPROVED ASTO FORM:
Resolution/Blanket Purchase Orders 7/27/2004
APPROVED:
COMMISSION VOTE:
Mayor Russell:
Vice Mayor Palmer:
Commissioner Wiscombe:
Commissioner Birts-Cooper:
Commissioner Sherar:
5-0
Yea
Yea
Yea
Yea
Yea
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
South Miami
2001
TO:Honorable Mayor,ViceMayor
&City Commission
DATE:July 27,2004
FROM:Maria V.Davis
City Manager u
AGENDA ITEM No.
RE:Open P.O's in excess of
the $5000limit imposed by the
City Charter
/s
RESOLUTION
A RESOLUTION OF THE CITY OF SOUTH MIAMI,FLORIDA,
NOTIFYING THE CITY COMMISSION OF EXPENDITURES ISSUED
TO VENDORS EXCEEDING THE $5,000 LIMIT AS OUTLINED IN THE
CITY CHARTER FOR THE CURRENT FISCAL YEAR;CHARGING
THE DISBURSEMENTS TO THE CORRESPONDING DEPARTMENT
EXPENSE ACCOUNTS PREVIOUSLY APPROVED ON THE 2003/2004
ADOPTED BUDGET;AND PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND AND ANALYSIS
During my ongoing review of purchasing procedures,it came to my attention that the way in which Open
Purchase Orders with various vendors was being handled,though expeditious,was not in full compliance
with the intent of the City's Charter.The procedures being followed by all departments were under the
direction of the previous administration and were not an attempt by current personnel to avoid
compliance.The problematic area mainly involves those vendors who are utilized by more than one
department,whose individual expenses may not have reached the spending threshold,but collectively
exceeded the amounts allowed under provisions ofthe Charter.
The proper procedures have been outlined to Central Services and all department heads to insure that any
future spending is done according to accepted procedure.This attached,proposed resolution is,in the
spirit of full disclosure and keeping the Commission as informed as possible,mtended to correct the
errors that have been discovered as the result of a full analysis of the situation.Kathy Vazquez is to be
commended for her diligent efforts in ferreting out the subject discrepancies.
RECOMMENDATIONS
Commission approval of the resolution is recommended.