Loading...
Ord No 03-17-2273ORDINANCE NO.03~1 7~2273 An Ordinance amending chapter 8A and adding a new section 8A-7 to the City's Code of Ordinances for the purpose of regulating communication during certain phases of competitive solicitation and to establish a "Cone of Silence". WHEREAS,Miami-DadeCountyhasestablisheda"cone of silence"duringany competitive bidding process;and WHEREAS,Miami-Dade CountyhasastrongMayorform of government;and WHEREAS,theCity of SouthMiamihasaCommission Manager form of government; and WHEREAS,the County's cone of silenceordinance,section 2-11.1 (t),isveryconfusing anditcontainsprovisionsthataredifficulttounderstandespeciallyinlight of thefactthatsome ofitsprovisionsconcerndepartmentsandprogramsthatdonotexistintheCity of South Miami; and WHEREAS,section 2-11.1 (t)(4)of the County's cone of silence ordinanceallowsthe Citytoenactitsowncone of silenceordinanceandoptout of the County's ordinanceandit provides that: The requirements of Section 2-11.1 (t)shallnotapplytoany municipality inMiami-Dade Countythathasadoptedanordinanceprovidingthatthecone of silenceshallnotapplyto thatmunicipality.Any municipality thatoptsout of the requirements of Section 2-11.1 (t) shall provide the Ethics Commission withacopy of the ordinance. ;and WHEREAS,the Mayor andCity Commission desiretooptout of the requirements of Section 2-11.1(f)andto enact the City's own cone of silence ordinance. NOW,THEREFORE,BE IT ORDAINED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA: Section 1.The Miami-Dade County Cone of Silence ordinance,section 2-11.1 (t)shall notapplytotheCity of South Miami. Section 2.Chapter 8A of theCity of South Miami Code of Ordinances ishereby amended in pertinent part toaddanew section 8A-7 which istoreadas follows: Sec,8A-7.Cone of Silence. (A)Definitions. Page 1 of 4 Ord.No.03-17-2273 (1)"Cone of silence",asused herein,means a prohibition of any communication regarding competitive solicitationssuchasarequestforproposal ("RFP"),requestfor qualification ("RFCH,requestforinformation ("RFI")orrequestforbid ("RFB"), between: (a)Apotential vendor,service provider,proposerorbidder(hereinafterreferredto asthe "Potential Bidder"),oragent,representative,lobbyistorconsultantforthe Potential Bidder;(hereinafter referred toasthe "Bidder's Representative")and (i)Members of the City Commission or (ii)City's professional staff or (iii)Any member of the City's selection,evaluation or negotiation committee. Ooi)Members of theCity Commission shallnot communicate with professional staff or members of the selection,evaluation and negotiation committees atany point in thecompetitiveprocessexceptasprovidedinparagraphD(3)below. (2)"City's professional staff'meansCityDepartmentHeadsandtheir staff andthe City Manager andDeputyCityManagerandtheir staff includingconsultants involved inthe solicitation,evaluation and negotiation process. (B)Restriction;notice.Acone of silenceshallbe imposed uponeach competitive solicitation,commencing with the date that the advertisement of said solicitation is published andthe requirements of thissectionshallbe included inthesolicitation.Atthe time of imposition of thecone of silence,theCityManageror Manager's designeeshall: (a)provideforpublicnotice of thecone of silencebypostinganoticeatCityHall;(b) issuea written notice thereof totheaffected Departments;(c)fileacopy of suchnotice with theCityClerk;and (d)serveacopy thereof oneachCity Commissioner. (C)Termination of Cone of Silence.The Cone of Silence shall terminate at the beginning of the City Commission meeting at which the City Manager makes his or her written recommendation to the City Commission or at the time that the solicitation process is terminated bytheCityManager.However,if theCity Commission refersthe Manager's recommendation backtothe Manager or staff for further review,thecone of silenceshallbe reimposed untilthebeginning of theCity Commission meetingatwhich theCity Manager makes a subsequent written recommendation. (D)Exceptions to applicability.The provisions of this section shall not apply to: (1)Communications ataduly noticed pre-bid conferences oratanyduly noticed public Selection or Negotiation Committee meeting orduly noticed public City Commission meeting at which the City Manager has placed the subject of the solicitation on the Agenda; (2)Communication regarding the solicitation at recorded contract negotiations, recorded oral presentation or recorded oral question and answer session and recorded contract negotiation strategy sessions in compliance with the exemption in Florida Statutes Section 286.0113; (3)Briefings made by the City Manager orhis designee to the City Commissioners during a meeting following the completion of the Selection or Negotiation Committee meetings; Page 2 of4 Ord.No.03-17-2273 (4)Written communication atanytimewithanyCityprofessional staff (notincluding selection,evaluationornegotiationcommitteemembers),unlessspecifically prohibited bythe applicable competitive solicitation documents.Thissectionshall notbeconstruedtopreventwrittencommunicationbetweenCityprofessional staff andanyCityselection,evaluationornegotiationcommittee.Acopy of anywritten communicationmadeduringthecone of silenceshallbecontemporaneouslyfiled withtheCityClerkbythePotentialBidderor Bidder's Representative.TheCity Clerkshallmakecopiesavailabletoanypersonuponrequest; (5)Communication thatisstrictlylimitedtomatters of thoseprocessesorprocedures thatare contained inthe corresponding solicitation document and which communication is between any person andthe CityTs Purchasing Agent ortheCity employee whois designated asbeing responsible for administering die procurement process for such solicitation; (6)Communications with the City Attorney and his or her staff; (7)Communications during anyduly noticed site visits to determine the competency and responsibleness of bidders regarding a particular bid during thetime period between the opening of bidsandthetimethe City Manager makes a written recommendation; (8)Any emergency procurement of goodsorservices pursuant toCityCode; (9)Responses toa request madebytheCity's Purchasing Agent,ortheCityemployee whois designated asbeingresponsibleforadministeringthe procurement processfor such solicitation,for clarification or additional information; (10)Communicationspriortobidopeningbetween City's professional staff and PotentialBiddersand/or Bidder's RepresentativestoenableCity staff toseekand obtainindustrycommentorperformmarketresearch,providedallcommunications related thereto between a Potential Bidders and/or Bidder's Representatives andany member of theCity'sprofessional staff including,butnot limited totheCityManager andhisorherstaff,arein writing oraremadeataduly noticed public meeting. (E)Penalties.Violation of thissectionbyaparticularbidderorproposer,ortheir representative,shall render any award to said bidder or proposer voidable bythe City Commissionand/orCity Manager.Anypersonwhoviolatesaprovision of thissection maybe prohibited from serving ona City selection or evaluation committee.In addition toanyother penalty provided herein,violation ofany provision ofthis section byaCity employee may subject said employee to disciplinary action atthe discretion oftheCity Manager. Section 3,TheCityClerkisdirectedtoprovidethe Miami-Dade CountyCommissionon Ethics with a copy of this ordinance. Section4.Codification.Thesignificantprovisions of thisordinanceshallbecomeand bemadepart of theCode of OrdinancesoftheCityofSouthMiamiasamended;thatthesections of thisordinancemayberenumberedorre-letteredtoaccomplishsuchintention;andthatthe word"ordinance"maybe changed to"section"orother appropriate word. Page 3 of4 Ord.No.03-17-2273 Section 5.Severability.If anysection,clause,sentence,orphrase of thisordinanceis forany reason held invalid or unconstitutional byacourt of competent jurisdiction,thisholding shallnotaffectthe validity of the remaining portions of thisordinance. Section 6.Ordinances in Conflict.All ordinances or parts of ordinances andall sectionsandparts of sections of ordinances indirect conflict herewith are hereby repealed. Section 7.Effective Bate.This ordinance shallbecome effective upon enactment forall solicitations advertised following theeffectivedate. PASSED AND ENACTED this _2J_day of February 2017. ATTEST:APPROVED: 0 n. *CITY AltORNE^//^ WY'CLERlt"''j IstReading-2/7/17 2nd Reading-2/21/17 READ AND APPROVED AS TO FORM: LANGUAGE,LEGALITY AND .EXEClfT^^THEREOF / Page 4 of4 COMMISSION VOTE:3-2 Mayor Stoddard:Yea Vice Mayor Welsh:yea Commissioner Edmond:Nay Commissioner Liebman:Yea Commissioner Harris:Nay outff1 Miami THE CITYOF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To: From: Date: Subject: Background: The Honorable Mayor &Members of the City Commission Steven Alexander,City Manager February 21,2017 Agenda Item No.: An Ordinance amending chapter 8Aand adding a new section 8A-7 to the City'sCodeofOrdinancesfor the purpose of regulating communication during certain phases of competitive solicitation and to establish a "Cone of Silence". Section2-11 of the Miami-DadeCounty Code establishes the "Cone of Silence"requirements asit relates tothe procurement processes in their strong Mayor form of government,for Request for Proposals (RFP), Request for Qualifications (RFQ),Invitation to Quotes (ITQ)and/or other solicitations issued by the Countyforgoods and services. The intent of the Cone of Silence is to restrict communications between bidders/proposers,staffand Commission during the periodwhena solicitation is advertised and an award recommendation is issued.The ConeofSilencewasestablishedto eliminate any undue influenceor lobbyingwhile the procurement process was in effect and before a recommendation for award. The City,aswellas other municipalities,are required to follow the Miami-Dade County ConeofSilencefor their procurement process unless the City opts out byordinance,andprovided,the City sendsacopyof the "opt out"ordinance to the Miami-Dade CountyEthics Commission. Currently,the followingmunicipalitieshave opted out of the Miami-Dade CountyConeofSilence;(selected municipality recommendation memos are included in the back-up): 0 Aventura -opted out -followsCity Cone:(Refer to Attachments) 0 Bal Harbour -opted out •Coral Gables -opted out -followsCityCone:(Refer to Attachments) 0 Hialeah -opted out 0 Homestead -opted out -followsCity Cone 0 Key Biscayne -opted out -opted out •Miami-opted out -follows City Cone outh1 Miami THE CITYOF PLEASANT LIVING Fund &Account: Recommendation: Attachments: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM 3.Continues to prohibit the City Commission from communicating witha potential vendor during the time the Cone of Silence isin effect. 4.Continues to prohibit the,City Manager and staff from communicating witha potential vendor during the time the Cone of Silenceisin effect except forlimited communication such as at pre-bid conferences,at the time of presentations,question and answer sessions, contract negotiation sessions,matters of procedure,etc. 5.Provides for reasonable exceptions that ensures the playing field is level for all bidders. No expense to the City APPROVAL OF ORDINANCE Ordinance Side-by-Side Comparison of the Miami-Dade County Coneand the Proposed CityCone Selected Municipalities Adopted Cones: °City of Aventura °City of Cora I Gables °City of MiamiBeach 0 City of Miami Gardens 0 Villageof Palmetto Bay Listing of Municipalities and the Coneof Silence data provided by Miami- Dade County Ethics Commission MIAMI DAILY BUSINESS REVIEW PublishedDaily except Saturday.Sunday and Legal Holidays Miami.Miami-Dade Counly.Florida STATE OF FLORIDA COUNTY OF MIAMI-DADE: Beforetheundersignedauthoritypersonallyappeared OCTELMA V.FERBEYRE,whoonoath says thatheorsheis theVICE PRESIDENT,LegalNoticesofthe Miami Daily BusinessReview f/k/a MiamiReview,adaily(except Saturday,SundayandLegalHolidays)newspaper, publishedatMiamiinMiami-DadeCounty,Florida;thatthe attached copyof advertisement,beingaLegalAdvertisement of Notice in the matter of NOTICE OF PUBLIC HEARING CITYOF SOUTH MIAMI -FEB.21,2017 in the XXXX Court, was published in said newspaper inthe issues of 02/10/2017 Affiantfurther says thatthesaidMiamiDailyBusiness Reviewisa newspaper published atMiami,insaid Miami-Dade County,Floridaandthatthesaidnewspaperhas heretofore been continuously published in said Miami-Dade County.Floridaeachday(exceptSaturday,Sundayand Legal Holidays)and has been entered as second class mail matteratthepostofficeinMiamiinsaidMiami-DadeCounty, Florida,foraperiodof one yearnextprecedingthefirst publicationofthe attached copy of advertisement;andaffiant further says thatheor she hasneitherpaidnorpromisedany person,firmor corporation any discount,rebate,commission orrefundfor then purpose ofsecuringthis advertisement for publicationin tbesaid newspaper Sworn to and subscribed before me this 10day ot-EEBRUARY,A.D.2017/ (SEAL) OCTELMAV.FERBEYRE personally knowntome 5 &§ \•GG 028713 /J NOTICE IS HEREBY given thatthe City Commission ofthe City of South Miami,Florida will conduct Public Hearing(s)atitsregular City Commission meeting scheduled for Tuesday,February 21,2017,beginning at 7:00 p.m.. in the City Commission Chambers,6130 Sunset Drive,to consider thefollowing item(s): A Resolution relating toanapplicationfor waiver ofplatforthe subdivision^property located at5957 SW 80Street. A Resolution authorizing the City Manager toenterintoa multi-year contract with Martin Engineering,Inc.,for general engineering services on an as needed basis. A Resolution relating tothereleaseofa Unity of Title,pursuantto Section 20-5.16(E)ofthe Land Development Code,for the following properties:7435 SW 61st Avenue (Folio 09-4036-027-0090),6020-6022 S.Dixie Highway (Folio 09-4036-029-0110),6030 S.Dixie Highway (Folio 09-4036-027-0011)and a parking lot on SW 61st Avenue (Folio 09-4036-030-0010). An Ordinance amending chapter 8Aand adding a new section 8A-7 to the City's Code of Ordinances for the purpose of regulating communication during certain phasesof competitive solicitation andto establish a "Cone of Silence". An Ordinance amending theLand Development Code,Article VII, "Hometown District Overlay Ordinance",Sections 20-7.2 and 20-7.5 and Article VIII,"Transit-Oriented Development District",Sections 20-8.2 and 20-8.3 relating tothe definition of "Story"and maximum building height. ALL interested parties are invited to attend and will be heard. Forfurther information,pleasecontactthe .City Clerk's Office at: 305-663-6340. MariaM.Menendez,CMC CityClerk PursuanttoFlorida Statutes 286.0105,theCityhereby advises thepublic thatifaperson decides"to appeal any decision made bythis Board,Agency orCommissionwithrespecttoanymatterconsideredatitsmeetingor hearing,heorshe will need a record ofthe proceedings,andthat for such purpose,affected person may needtoensurethat a verbatim record ofthe proceedings is made which record includes the testimony and evidence uponwhichtheappealistobe based. 2/10 17-157/0000197327M City Sec.8A-7.Cone of Silence. (A)Definitions. (1)"Cone of silence",asusedherein,meansa prohibition of any communicationregarding competitivesolicitations suchasa request for proposal ("RFP"),request for qualification ("RFQ"), requestforinformation ("RFI")orrequestforbid ("RFB"), between: (a)Apotentialvendor,serviceprovider,proposer or bidder (hereinafter referred toasthe "Potential Bidder"),oragent, representative,lobbyist or consultant for the Potential Bidder; (hereinafter referred toasthe "Bidder's Representative")and (i)Members of theCity Commission [see2-1 l.l(t)l.(a)(v)] or (ii)City's professional staff [see 2-ll.l(t)l.(a)(i)]or (iii)Any member of the City's selection,evaluation or negotiation committee [see 2-ll.l(t)l.(a)(iii)] (b)Members of the City Commission shall not communicate with professional staff or members of the selection,evaluation and negotiation committees atany point inthe competitive process except as provided in paragraph D(3)below [see2- ll.l(t)l.(a)(ii)and(iv)]. (2)"City's professional staff'means City Department Heads and their staff andtheCityManagerandDeputyCityManagerandtheir staff including consultants involved in the solicitation,evaluation and negotiation process below [see 2-ll.l(t)l.there isno specific definition butthe County Cone of Silence Ordinance consistently referstoprofessional staff asincludingthe Manager and his/her staff)]. T2irej County Cone of Silence Sec.2-11.1(t) (t)Cone of Silence. 1.Contracts for the provision of goods and service other thanauditandindependentprivatesectorinspectorgeneral (IPSIG)contracts. (a)"Cone of Silence"ishereby defined tomeana prohibition on: (i)vvAny communication regarding a particular RFP,RFQ or bid between a potential vendor,service provider,bidder, lobbyist,or consultant and the ^County's professional staff including,but not limited to,the County Manager andhisorher staff; (ii)VVAny communication regarding a particular RFP,RFQ or bid between the Mayor,CountyV Commissioners or their respective staffs and any member of the County's Vprofessional staff including,butnotlimitedto,theCountyManagerandhis or her staff; (iii)VVAny communication regarding a particular RFP,RFQ orbid between a potential vendor,service provider,bidder, lobbyist,or consultant and any member ofthe ^selection committee therefor; (iv)VVAny communication regarding a particular RFP,RFQ orbid between the Mayor,County VCommissioners ortheir respective staffs and any member ofthe ^selection committee therefor; (v)VAny communication regarding a particular RFP,RFQ orbid between a /potential vendor,service provider,bidder, lobbyist,or consultant andthe Mayor,County ^Commissioners and their respective staffs;and (vi)Any communication regarding a particular RFP,RFQ,or bid between any member of the County's Vprofessional staff and any member of the ^selection committee therefore. (B)Restriction;notice.Acone of silenceshallbeimposedupon each competitive solicitation,commencing with thedatethatthe advertisement of said solicitation is published andthe requirements of this section shall be included in the solicitation.At the time of imposition of thecone of silence,theCity Manager or Manager's designeeshall:(a)providefor publicnotice of thecone of silenceby posting anoticeatCityHall;(b)issuea written notice thereof tothe affected Departments;(c)fileacopy of such notice withtheCity Clerk;and(d)serveacopy thereof on each City Commissioner. [see2-1 l.l(t)l.(b)(i)] (C)Termination of Cone of Silence.The Cone of Silence shall terminate atthe beginning of theCity Commission meeting at which theCity Manager makes hisorher written recommendation to the CityCommissionoratthetimethatthe solicitation processis terminatedbytheCityManager.However,if theCity Commission referstheManager's recommendation backtothe Manager or staff for furtherreview,thecone of silence shallbe reimposed untilthe beginning of theCity Commission meeting at which theCity Manager makesa subsequent written recommendation,[see2- ll.l(t)l.(b)(ii)] (D)Exceptions to applicability.The provisions of this section shall not apply to: (1)Communicationsatadulynoticed pre-bid conferences orat any duly noticed public Selection or Negotiation Committee meetingor duly noticed public City Commission meeting at which theCity Manager has placed the subject of the solicitation on theAgenda;[see 2-11.1 (t)1.(c)(i)] (2)Communicationregardingthesolicitationat recorded contract negotiations,recorded oral presentation or recorded oral T2irej TheCounty Manager andthe Chairperson of the selection committee may communicate about a particular selection recommendation,but only after the committee has submitted anaward recommendation tothemanagerand provided that should any change occur in the committee recommendation,the content of the communication and of thecorrespondingchange aswellasthe reasons forsuch change shallbe described in writing and filed by the Manager with the Clerk of the Board andbe included inany recommendation submitted bythe Manager tothe Board of County Commissioners. Notwithstanding the foregoing,the Cone of Silence shall not apply to: (i)xCompetitive processes for theaward of CDBG, HOME,SHIP and Surtax Funds administered by the Miami- DadeCountyOffice of CommunityandEconomicDevelopment andthe community-based organization (CBO)competitive grant processes administered by the Park and Recreation, Library,Water and Sewer,and Solid Waste Departments, Cultural Affairs and Tourist Development Councils andthe Department of Environmental Resources Management; (ii)VVCommunications with the County Attorney and his or her staff; (iii)xCommunications between a potential vendor,service provider,bidder,consultant orlobbyistand employees of the Managementand Technical Assistance Unit of theDepartment of Business Development regardingsmall business and/or minority business programs,the Community Business Enterprise and Equitable Distribution Programs; (iv)xCommunications between a potential vendor,service provider,bidder,consultant orlobbyistand employees responsiblefor administering disadvantagedbusinessenterprise programsinCountydepartmentsreceivingfederal funds, I I question and answer session and recorded contract negotiation strategy sessions incompliancewiththeexemption in Florida Statutes Section 286.0113;[see 2-ll.l(t)l.(c)(i)] (3)BriefingsmadebytheCityManagerorhisdesigneetotheCity Commissionersduringameetingfollowingthecompletion of the SelectionorNegotiationCommitteemeetings;[see 2-ll.l(t)l.(c) (ii)] (4)Written communication atanytimewithanyCity professional staff (notincludingselection,evaluation or negotiationcommitteemembers),unless specifically prohibited by theapplicablecompetitivesolicitationdocuments.Thissectionshall notbeconstruedtopreventwritten communication betweenCity professional staff andanyCityselection,evaluation or negotiation committee.Acopy of any written communication made during the cone of silenceshallbe contemporaneously filed with the City Clerk bythePotential Bidder or Bidder's Representative.TheCity Clerk shallmake copies available toany person upon request;[see 2-ll.l(t)l.(c)(i)] (5)Communication thatisstrictlylimitedtomatters of those processes or procedures that are contained inthe corresponding solicitation document and which communication is between any personandtheCity's Purchasing Agent ortheCity employee who is designated asbeing responsible for administering the procurement process forsuchsolicitation;2-ll.l(t)l.(a)*** "Notwithstanding the foregoing..."see subparagraph (vii) thereafter] (6)Communications withthe City Attorney andhisorherstaff; [see 2-ll.l(t)l.(a)***"Notwithstanding the foregoing..."see subparagraph (ii)thereafter] T2irej provided the communications are limited strictly to matters of programmatic process or procedure; (v)VvDuly noticed sitevisits to determine the competency of biddersregardinga particular bidduringthetimeperiod between the opening of bids andthe time the County Manager makes his or her written recommendation; (vi)VAny emergency procurement of goods or services pursuant to Administrative Order 3-2; (vii)^Communications regarding a particular RFP,RFQ or bid between any person and the Vendor Information Center staff,the procurement agent or contracting officer responsible for administering the procurement process for such RFP,RFQor bid,provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document; (viii)Communications between a potential vendor,service provider or bidder and employees of the Department of Procurement Management or other department identified in the solicitation document as the issuing department;and (ix)Consultations by employees of the Department of Procurement Management with professional procurement colleagues in determining an appropriate approach or option involving a solicitation in progress, (b)Procedure. (i)A Cone of Silence shall be imposed upon each RFP, RFQ and bid after the advertisement of saidRFP,RFQ orbid. Atthetime of imposition of theCone of Silence,the County Manager orhisorher designee shall provide for public notice of the Cone of Silence.The County Manager shall issue a written notice thereof tothe affected departments,filea copy of such notice with the Clerk of the Board,with a copy thereof to each Commissioner,andshall include inany public solicitation for goods and services a statement disclosing the requirements of (7)Communicationsduringanyduly noticed site visits to determine the competency and responsibleness of bidders regarding a particular bidduringthetime period between the opening of bidsandthetimetheCity Manager makesa written recommendation;[see 2-ll.l(t)l.(a)***"Notwithstanding the foregoing..."seesubparagraph(v)thereafter] (8)Any emergency procurement of goodsorservicespursuantto CityCode;[see 2-ll.l(t)l.(a)***"Notwithstanding the foregoing..."see subparagraph (vi)thereafter] (9)Responses toa request made by theCity's Purchasing Agent, ortheCityemployeewhoisdesignatedasbeing responsible for administering the procurement process for such solicitation,for clarificationoradditional information [see 2-11.1 (t)1.(a)*** "Notwithstandingthe foregoing..."seesubparagraph(viii) thereafter] (10)Communications,prior tobid opening,between City's professional staff and Potential Bidders and/or Bidder's RepresentativestoenableCitystafftoseekand obtain industry comment orperform market research,provided all communications related thereto between a Potential Bidders and/or Bidder's Representativesandanymember of theCity's professional staff including,butnotlimitedtotheCity Manager andhisorher staff,areinwritingoraremadeatadulynoticedpublic meeting, [see 2-11.1(t)1.(a)***"Notwithstanding the foregoing..."see subparagraph (viii)thereafter] (E)Penalties.Violation of thissectionbyaparticularbidderor proposer,or their representative,shall render any award to said bidder T2irej this ordinance. (ii)VThe Cone of Silence shall terminate atthe time the Manager makes hisor her written recommendation tothe County Commission;provided,however,that if the Commission referstheManager'srecommendationbacktotheManageror staffforfurtherreview,theConeofSilenceshallbereimposed untilsuchtimeasthe Manager makes a subsequent written recommendation.Theforegoing notwithstanding,for contracts andpurchaseswhichtheCountyManagerhasthedelegated authoritytoawardunderSec.2-8.1(b)of thisCode,theCone of Silenceshallterminate:(i)atthetimetheaward recommendation letter is issued and filed with the Clerk of the Boardforsuch contracts andpurchases involving theexpe nditure of overonehundred thousand dollars ($100,000);(ii)at thetimethe written award recommendation ispostedin accordance with Section III of A.O.3-21 for such contracts or purchasesinvolvingtheexpenditure of over$25,000upto $100,000;or(iii)atthetimetheaward recommendation is issued in accordance with Section IV of A.O.3-21 for contracts and purchases involving the expenditure of $25,000 or less, (iii)WhiletheCone of Silenceisineffect,County Staff shall create a written record of anyoral communications with potential vendor,service provider,bidder,lobbyist,or consultant related toor regarding a solicitation,bid,proposal,or other competitive process.The record shall indicate thedate of such communication,the persons to whom staff communicated,anda general summation of the communication.This subsection applies toall communications made while the Cone of Silence is in effect fora particular solicitation, (c)Exceptions. (i)The provisions of thisordinanceshallnotapplytooral communications at VVpre-bid conferences, or proposer voidable bytheCity Commission and/or City Manager. Anypersonwhoviolatesaprovisionofthissectionmaybeprohibited fromservingonaCityselectionorevaluationcommittee.Inaddition toanyotherpenaltyprovidedherein,violationofanyprovision of thissectionbyaCityemployeemaysubjectsaidemployeeto disciplinary action atthe discretion oftheCity Manager,[see2- ll.l(t)3.] T2irej VVoral presentations before selection committeesduly noticed asa public meeting VVrecorded contract negotiations and contract negotiation strategy sessions in compliance withthe exemption inFlorida Statutes Section 286.0113, VVpublic presentations made to the Board of County Commissioners during any duly noticed public meeting or ^communication inwritingatanytime with any County employee,official or member of the Board of County Commissioners unless specifically prohibited by the applicable RFP,RFQor bid documents.The bidder or proposer shall filea copy of any written communication with the Clerk of the Board.The Clerk of the Board shall make copies available to any person upon request. (ii)"VThe provisions of this ordinance shallalsonot apply tooral communications at briefings held by county commissioners and the County Mayor or his designee,after the selection committee or other evaluating group makes its recommendation to the County Manager,provided that the briefings arenot intended to influence the outcome of the selection committee or other evaluating group's recommendation tothe County Manager; provided,however,that this exception shall not apply to outside groups suchas lobbyists or representatives of the responding or bidding companies or entities. 2.xAudit and IPSIG contracts. (a)"Cone of Silence"is hereby defined to mean a prohibition on:(a)any communication regarding a particular RFP,RFQ or bid between a potential vendor,service provider, bidder,lobbyist,or consultant andthe Mayor,County Commissioners or their respective staffsandany member of the County's professional staff including,butnotlimitedto,the County Manager andhisorherstaff;(b)anyoral communication regarding a particular RFP,RFQorbid between T2irej theMayor,County Commissioners ortheirrespectivestaffsand anymember of theCounty's professional staff including,but not limited to,the County Manager andhisorherstaff. Notwithstanding theforegoing,the Cone of Silence shall not apply to (a)communications withthe County Attorney andhis Or herstaff;(b)communications between a potential vendor, service provider or bidder and employees of the Department of Procurement Management or other department identified in the solicitation document asthe issuing department;and(c) consultationsby employees oftheDepartment of Procurement Management with professional procurement colleagues in determining an appropriate approach or option involvinga solicitation in progress. (b)Except as provided in Subsections 2(c)and2(d)hereof,a Cone of SilenceshallbeimposeduponeachRFP,RFQandbid for audit and IPSIG services after the advertisement of said RFP,RFQorbid.Atthe time of the imposition of the Cone of Silence,theCountyManagerorhisorherdesigneeshallprovide for the public notice of the Cone of Silence.The Cone of Silence shallterminatewhentheCountyManagerexecutesaparticular audit or IPSIG contract. (c)Nothing contained herein shall prohibit any bidder or proposer:(i)from making public presentations at duly noticed pre-bid conferences or before duly noticed selection committee meetings;(ii)from engaging in recorded contract negotiations duringany duly noticed public meeting in compliance with the exemption in Florida Statutes Section 286.0113;or(iii)from communicating in writing withany County employee or official for purposes of seeking clarification or additional information fromthe County or respondingtotheCounty'srequestforclarificationoradditional information,subject tothe provisions of the applicable RFP, T2irej RFQorbiddocuments.Anyrecordingsmadepursuanttothis section shallbe made available,asa public record,uponthe conclusion of the selection committee or negotiation meetings notwithstandingtheelapsedtimefrombidorproposalopening. Thebidderorproposershallfileacopy of anywritten communication with the Clerk of the Board.The Clerk of the Board shallmakecopies available tothegeneral public upon request. (d)Nothing contained herein shall prohibit any lobbyist, bidder,proposerorotherpersonorentityfrom publicly addressing theBoard of County Commissioners duringany duly noticed public meeting regardingactiononanyauditor IPSIG contract.The County Manager shall include inany public solicitation for auditing or IPSIG services a statement disclosing the requirements ofthis ordinance. 3.^Penalties.In addition tothe penalties provided in Subsections (s)and(v)hereof,violation of this Subsection (t)by a particular bidder or proposer shall render any RFP award,RFQ award or bid award to said bidder or proposer voidable.Any person who violates a provision ofthis ordinance shallbe prohibited from serving ona Miami-Dade County competitive selection committee.In addition toany other penalty provided by law,violation of any provision of this ordinance bya Miami- Dade County employee shallsubjectsaid employee to disciplinary actionuptoandincluding dismissal.Additionally, anypersonwhohaspersonalknowledge of aviolation of this ordinanceshallreportsuchviolationtotheStateAttorneyand/or may filea complaint with theEthics Commission. 4.The requirements of Section 2-11.1 (t)shall not apply to any municipality in Miami-Dade County that has adopted an ordinance providing that the cone of silence shall not apply to thatmunicipality.Any municipality that opts out of the requirements of Section 2-11.1(t)shall provide theEthics T2irej Commission with a copy of the ordinance. 5.Within thirty days of a recommendation froma selectioncommittee,theCountyMayororhisdesigneeshall either appoint a negotiation committee ortake other affirmative action with respect tothe solicitation,including but notlimitedtorejection of proposalsorrecommendationfor award.Inthe event that negotiations have not commenced within thirty days,or if such other affirmative action hasnot beentakenwithinthirtydays,theCountyMayororhisdesignee shall report such event,andthe reasons therefore,totheBoard of County Commissioners.Additionally,theCountyMayororhis designee shall present the Clerk of the Board with a recommendationforaward,orarecommendationtoreject proposals,withinninetydaysfromthedatea selection committee makes a recommendation.In the event that the County Mayor orhis designee hasnot provided such recommendationtotheClerk of theBoardwithinninetydays, theCountyMayororhisdesigneeshallprovideareportonthe status of the solicitation totheBoard of County Commissioners, includingthe reasons foranydelay. CITY OF CORAL GABLES MEMORANDUM TO:HONORABLE MAYOR AND MEMBERS DATE*February 112003 OF THE City COMMISSION *' D-2 FROM:DAVIDL.BROWN SUBJECT:CITYOFCORALGABLES CITY MANAGER PROCUREMENT CODE Recommendation ItisrecommendedthattheCity Commission approve theattachedordinancecreatingtheCityof Coral Gables Procurement Code. Background Atthe January 7,2003 staff presentedafullbriefingofthenewprocurementcode.TheCity CommissionapprovedtheCity Manager's recommendation by a5-0vote.Since then staffhadthe opportunity to further review anddiscussthebenefits of thenew code with Commissioners, constituentsandotherpurchasing professionals.Certain questions astosafeguardsand accountability measures havesurfaced.However,thedetailrequiredto answer some of these questionswillbeinthe Procurement Manualforstaff,whichwillbedevelopedover the next three months.ItisthereforerecommendedthattheCommissionadoptthisordinanceatsecondreading andallow staff to present the detailed ProcurementManualtotheCity Commission in May before actual implementation. Additionally,staff isintheprocess of engagingconsultantsfromthe National Institute of GovernmentPurchasing (NIGP)toassistthedepartmentintransitioningfromthecurrentprocess tothenewprocedures,writingthemanualandpreparingstafftrainingsessions.Itisanticipated thatcontractfor Commission approval will presented atthe next City Commission meeting. Asthe Commission isaware,inanefforttocodifyandstreamlinethe procurement functions ofthe City,staff developed a comprehensive procurementreformdocument.The overriding principles areopenand fair competition,safeguardsforthemaintenance of qualityand integrity inthe procurement system,valne-aflrieri purchasing,Hue process forcity vendnrs_and _strateg1'r. procurement. This document follows the American Bar Association (ABA)Model Code for State and Local Government Procurement.ThisCodeprovidesafundamentallylegalsound framework onthe statutory principles andpublicpolicydirectionformanagingandcontrollingthe procurement of goodsand services.Additionally,extensive research was conducted by staff on best practices and national trendsin supply management.Modelcodesfromcitiesaroundthe nation were reviewed todevelopthe City's own ProcurementCode. Thisdocument dramatically changesandimprovesthemannerinwhichthe City purchases goods andservices-frommicro-purchasestomajorcontracts-byimprovingthe efficiency of the procurementsystemandconservingthetaxpayers'money.Themostsignificant improvements include: 1 v (y*, Page2 •Formahzingthemethodbywhichtosolicitgoodsandservicesandestablish contracts,as follows:Competitive Sealed Bids,Multi-Step Bidding,Competitive Negotiations,Sealed Proposals -RFPs,RFQs,Sole Source,Emergency,Bid Waivers,Accessing other government's contracts,Purchasing Cards,Cooperative Purchasing •Renaming the Purchasing Department tothe Department of Procurement and Supply Management(PSM)toreflectthesechangesandtruenature of thework •Detailing the duties and responsibilities oftheChief Procurement Officer (Director) andoftheDepartment of Procurement andSupplyManagement •Delegating purchasing powertotheCity Manager forcompetitivepurchasesunder $100,000 •DelegatingpurchasingpowertotheCityManagerfornon-competitivepurchases (solesource,emergencyandbidwaivers)onlyupto$50,000 •AllowingtheManagertofurtherdelegateauthorityandaccountabilitytotheChief Procurement Officer and Department Directors •AllowingfortheprocurementoflegalservicestobehandledbytheCityAttorney and City Commission •Providingfortheprocurement of constructionservices,architecturalandengineering services,land surveyorsormappingservicesorany other services asdefinedin FloridaStateStatute287.055,Consultant'sCompetitiveNegotiationsActtoremain underthe jurisdiction of theDepartment of PublicWorks. •Exemptingutility;training;subscriptions;artwork;groceries;travelservices;public transportation;andentertainmentforcityeventsfromthecompetitiveprocess. •Detailinghowtodetermineresponsibility •Detailingthetypes of contracts •Allowingforinspection ofvendor's facilities •Providingfordisputesresolution-Bidprotests,debarment,suspension,non performance •Performance Bonds •Enablingforfuturee-procurement •Affirming the City's ethicalstandardsandbusiness practices It isimportanttonotethechangingandevolvingroleofthepublicentityprocurement professional.In the past,governmentprocurement staff was perceived as purely process- oriented,transaction-orientedworkers.Essentially,departments identified needsand purchasingagentswentaboutthebusiness of acquiringthe requested goodorservice. Researchindicatesthattherole of procurementingovernmenthas definitively changed. Withfewer resources andmoreneeds,governments throughout the nation arerequiring procurement professionals tobemorestrategic.Today's procurement professional mustadd valuetogovernmentpurchasing.Theserecommendationsareinalignedwiththenew strategicshiftingovernmentprocurementagents'roles,inwhichprocurement professionals arestrategic planners andpartners,morecross-functionallyoriented,and more aware of the needs of customers andthe supply market. CITY OF CORAL GABLES,FLORIDA ORDINANCE NO. AN ORDINANCE OF THE CITY COMMISSION OF CORAL GABLES SECTION 2-231 OF THE CODE OF THE CITY OF CORAL GABLES, FLORIDA,AS AMENDED,ENTITLED "PURCHASES BY CITY, PURCHASING DIRECTOR AND PURCHASING MANUAL AUTHORIZED; VENDOR REGISTRATION REQUIRED''IN ITS ENTIRETY AND SUBSTITUTING LIEU THEREOF NEW ARTICLE EX ENTITLED "PROCUREMENT CODE",SETTING FORTH PROVISIONS FOR THE PROCUREMENT OF GOODS AND SERVICES;PROVIDING FOR ETHICS STANDARDS AND CONE OF SILENCE;AMENDING CHAPTER 2,ARTICLE 5,SECTION 2-176 ENTITLED "DIVISION 3 PURCHASING DEPARTMENT"; RENUMBERING SECTION 40,ENTITLED "APPROPRIATION NECESSARY FOR CITY LIABDLITY;MAXIMUM DURATION OF CONTRACTS"AND CHAPTER 2,ARTICLE VI,SECTION 2-231(c)ENTITLED "USE OF OTHER GOVERNMENTAL ENTITY CONTRACTS";PROVIDING A REPEALER PROVISION,A SAVINGS CLAUSE,AND A SEVERABILITY CLAUSE,AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,theCityCommissionwishestoestablishsetproceduresfortheaward of contractsforgoods and services;and WHEREAS,theCityCommissiondesirestoestablishproceduresfor considering appealsbyprotesting vendors,biddersandproposers;and, WHEREAS,tocarryoutthe functions andduties of municipalaffairsandprovidefor efficient procurement procedures andto relieve thenumberofitemsthatare considered bythe City Commission ateachCity Commission meeting,itistheCityManager's recommendation to establishthresholdsforcompetitivesealedbidsandto authorize theCityManagertoapprove purchases of goodsandservicesandtoenterintoContracts;and WHEREAS,theestablished thresholds of $7,500 fortheacquisition of goodsand services areoutofproportionasitrelatestothecostsforthe acquisition of goodsand services relevant to today's economy;and WHEREAS,section 2-11.1 (t)oftheCodeof Miami-Dade County,Florida,as amended contains theCone of Silence Ordinances which,pursuantto section 2-11.1(a),Miami-Dade County Code,are applicable toall municipal officials,officers and employees of municipalities locatedwithin Miami-Dade County;and Page 1 of 61 WHEREAS,theBoard of County Commissioners of Miami-DadeCountyadopted OrdinanceNo.01-149,providingthattheprovisionsofSection 2-11.1(t)oftheMiami-Dade CountyCodeshallnotapplytoany municipality inMiami-DadeCountythathasadoptedan ordinance tooptout of said provisions;and WHEREAS,theCityCommissionoftheCityofCoralGablesadoptedOrdinanceNo.- -and exercisedtheirright"opt-out"ofthe Miami-Dade CountyConeofSilence Ordinances;and WHEREAS,the City Commission wishesto establish standards of ethical conduct and behaviorforCity vendors,potential vendors,proposers and bidders,aswellas,City officials and personnel;and; WHEREAS,the City Commission of CoralGables has determined that inclusion of certainprocedurestoprotectandpreservetheintegrity of theprocurementprocesswouldserve the best interests of the City andits residents; NOW THEREFORE,BE IT ORDAINED BY THE COMMISSION OF THE CITY OF CORAL GABLES,FLORIDA: Section 1.TherecitalsandfindingscontainedinthePreambletothisOrdinanceareadoptedby referenceand incorporated as if folly setforthinthisSection. Section2.Chapter—Section consisting of oftheCode of theCityofCoralGables,as amendedis repealed initsentiretyandnew Article—is substituted inthefollowing particulars. CHAPTER — PROCUREMENT CODE ARTICLE I-GENERAL PROVISIONS PART A-PURPOSES,RULES OF CONSTRUCTION,AND APPLICATION Sec.2-400 Interpretation. ThisCodeshallbe construed and applied to promote itsunderlyingpurposeand policies. Sec.2-401 Purposes and Policies. The underlying purposes and policies ofthis Code aretoprovidetheCityofCoral Gables(hereinafter"City")aunifiedpurchasingsystem,withcentralizedresponsibility allowingforprocessingofsomeworkby delegation.Thiscodesimplifies,clarifiesand Page2 of61 modernizes therulesandregulationsgoverning procurement of theCity while allowing thecontinueddevelopmentofprocurementpoliciesandpracticesandimplementation ofaconsistentprocurementlawand processes amongthevariousdepartments.The consistencyofsuchlawandprocessesstrengthensandprotectstheCityby:ensuring thefairandequitabletreatment of allpersonsdoingbusinesswiththeCityand providing asafeguardformaintaininghighethicalstandards,qualityand integrity withintheprocurementsystem;maximizingthepurchasingvaluesandeconomiesof scales of public fonds toobtaincost-effectivegoodsandservices through abroad based competition withinthefreeenterprise system;andincreasingpublicconfidenceinthe procurement proceduresestablishedandadheredtobyall participants. Sec.2-402 Supplementary General Principles of Law Applicable. Unlessdisplacedbytheparticularprovisions of thisCode,the principles of lawand equity,includingthe Uniform CommercialandCode of thisState,thelaw merchant, law relative toethics,contracts,agencybusiness entities,fraud,misrepresentation, duress,coercion,mistake,orbankruptcyshall supplement theprovisions of thisCode. All contracts awardedbyvirtueofthisCode,andall procurement of theCity pursuant tothisCode,shallbegovernedbyandconstruedunderthelaws of theStateof Florida andthe local laws of theCity of CoralGables. Sec.2-403 Requirement of Good Faith. ThisCoderequiresallpartiesinvolvedinthenegotiation,performance,or administration ofCitycontractstoactingoodfaith. Sec.2-404 Application of this Code. (a)General Application:The provisions ofthisCodeapplyonlytocontractssolicited orenteredinto after theeffectivedate of thisCodeunlessthepartiesagreetoits applicationtoaContractsolicitedorenteredpriortotheeffectivedate. (b)Application to Procurement:(a)ThisCode shall applytoevery purchase/procurement of goods and services bytheCity Commissioners,theCity Manager,theCityClerk,theCity Attorney andallCity departments/divisions, regardlessof the sourceof funds,including state,federal,county assistance monies,exceptasspecifiedin Sections 2-412 and2-413,orasotherwisespecified bylaw.It shall alsoapplytothe disposal ofCity supplies;(b)This Codeshallnot applyto either grants,agreements ofany nature or contracts between theCityand qualified,,eligible nonprofit grantees under Section 501 ofthe Internal Revenue Code,other governments,orbyspecificactionbytheCity Commission.Nothing inthisCodeorinregulationspromulgated hereunder shallpreventany governmental bodyor political subdivision from complying withtermsand conditions ofanygrant,gift,bequest,orcooperativeagreement. Page3 of61 PART B-DEFINITIONS OF TERMS IN THIS CODE Sec.2-405 Thefollowingwords,termsandphrasesdefinedinthisSectionshallhavethe meanings setforthbelowwhenevertheyappearinthisCode,exceptwhere: (a)Context Determines Definition-Thecontextinwhichtheyareusedclearlyrequiresa differentmeaning;or (b)Definition Prescribed-AdifferentdefinitionisprescribedforaparticularArticleor provision. The words "shall"and "will"aremandatoryand"may"ispermissive.Wordsnotdefined shallbegiventhemeaningprovidedundertheircommonandordinarymeaningimlessthe contextsuggestsotherwise. 1.Definitions Addenda or Addendum-meansaninstrumentthatisissuedtoaddorsupplement,delete, modifyorclarifyanydirections,instructions,information,termsandconditionstothe solicitationswhichareissuedasseparatedocumentsafterissuance of thesolicitations. Amendment-means a modification,deletion,or addition of terms,conditions,or requirementstoanexecutedagreement(contract)wheretheoriginalpartieswho executedtheoriginalcontractmustmutuallyagreeandsignonthealterations. Award-meanstheacceptanceofaBid,Offer,orProposalbytheproper Governmental AuthorityforwhichfundshavelawfullybeenappropriatedbytheCityCommission. Benchmarking-meansaperformancemeasurementtoolusedtocomparean organization'sinternal [procurement]process,service,orproductagainstother(external) organizationssimilarprocess,service,orproducttoidentifyandachieve"bestpractice". Bid-meansaformalwrittenpriceofferedbyanindividualorbusinesstotheCityto furnishspecificgoods,materialsorservicesinresponsetoanInvitationforBid. BidBond-meansaninsuranceagreement,accompaniedbyamonetarycommitment (usually5%of Bidamount),bywhichathirdparty(theSurety)acceptsliabilityand guaranteesthatthe Bidder willnotwithdrawtheBid.TheBidderwillfurnishbondsas required,and if theContractisawardedtothebonded(insured)Bidder,theBidderwill accepttheContractasBid,orelsetheSuretywillpayaspecificamount. BidDeposit-meansasum of money(usually5%of Bidamount)whichcouldbeina form of a cashier's check,irrevocable letter of credit,moneyorderorabondissuedbya SuretyanddepositedwithaSolicitationguaranteeingtheBidderwillnotwithdrawthe Bidforaspecificperiodoftime,willfurnishbondsasrequired,andwillaccepta Contract,if awarded,orforfeitthedeposit. Page 4 of61 Bid Waiver-meansaprocess,wherebywhereagoodorservicemaybeprocured without a formal competitive biddingprocess because ofauniquesituationor circumstance orto beinthebestinterest of theCity(i.e.emergency,inter-localagreementwitha governmentagency,purchase goodsfromthemanufacturer/producer,solesource,etc.) Blanket Purchase Order (B.P.OJ-means aPurchaseOrderissuedthroughanopen competitiveprocessunderwhichaContractororaVendoragreesto provide goodsor servicestothepurchaseronademandbasis;thepurchaseordergenerallyestablishes prices,terms,conditions,totaldollaramountnottoexceed,andtheperiod covered,with nospecifiedquantities;shipmentsaretobemadeasrequiredbythepurchaser.Itisalso known asanOpenPurchaseOrder. BrandNameorEqual Specifications-meansaspecificationlimitedtoone(1)ormore itemsby manufacturers'names,model,itemorcatalognumberstodescribethestandard of quality,performance,andothersignificantcharacteristicsneededtomeettheCity's solicitationrequirementsandwhichprovidesforthesubmission of equivalentproducts on a Solicitation. Business-meansanycorporation,partnership,individual,soleproprietorship,join stock company,joint venture,oranyotherprivatelegalentity. Change Order-meansawrittenorderissuedbytheCity Manager amendingaContractor aPurchaseOrdertocorrecterrors,omissions,ordiscrepanciestocoveracceptable overrunsandfreightcosts;incorporaterequirementstoexpandorreducethescopeof goodsorservice ordered andthetime of delivery;ortodirectotherchangesincontract executiontomeetunforeseeablecircumstances,emergencies,climatic,regulatoryor market conditions. Chief Procurement Officer-meansthepersonholdingthepositionastheDirector of the DepartmentofProcurementand Supplies Management of theCity of CoralGables. City shall refertotheCity Commission,CityManageror Chief ProcurementOfficer whereappropriate. Competitive Sealed Proposal-means a solicitation (i.e.RFP,RFQ,RFLI)usedfor requirements exceedingthe formal bid threshold limit.Whenitisexpectedthatin additiontopricenegotiationswithoneormorebiddersmayberequiredwithrespectto anyaspectoftherequirements,orother factors,willbeconsideredintheselectionofthe Proposer,Offeror,orRespondent. CompetitiveSelectionand Negotiation-meansamethod of procurementwhereby qualifiedprofessional(s)arerequestedtosubmit"RequestforProposal,Requestfor Qualification,orLetterofInterest"andare"shortlisted"byanappropriately appointed evaluationcommittee.Negotiationsareheldwith,attheveryleast,thetop three firms whoarerankedbypreference,andnegotiationsbeinginitiatedwiththebestratedfirm.If Page5 of 61 negotiationsareunsuccessful,those negotiations shallbeterminatedandnegotiations shallproceedwiththenexthighestrank firm,untilsuccessfullynegotiatingan agreement. Cone of Silence-means aprohibitiononanycommunicationsbetweenapotential proposer,offeror,respondent,bidder,lobbyist,consultantorCityCommissionerand certainmembers of citystaffregardingaparticularRequestforProposal("RFP"), RequestforQualifications ("RFQ"),Request forLettersofInterest ("RFLI"),Invitations toBid ("IFB"),or any other advertised solicitation from the time a solicitation is advertised to contract award recommendation and does not include written communications onfilewiththeCityClerk. Consultant-meansaqualifiedpersonwitheducationand/orexperiencetoperform specializedservices of anadvisorynaturetosupport policy development,decision making,administration,ormanagementoftheCity;normallyprovidedbypersonsand/or organizationsconsideredtohaveprerequisiteknowledgeorspecialabilitiesnotgenerally availablewithintheemployees of theCity. Contract-meansapromiseorset of promisesconstitutinganagreementbetweenthe partiesthatgiveseachalegaldutytotheotherandalsotherighttoseekaremedyforthe breach of thoseduties.Itsessentialsarecompetentparties,subjectmatter,alegal consideration,mutuality of agreement,andmutualityofobligation. Contract Administrator-meansapersonresponsibletoassure compliance withtheterms andconditions of thecontractbyboththeCityandtheContractor. Contractual Party (Contractor)-meansany individual orbusinesshavingacontractwith theCitytofurnishgoodsorservices. Contractual Services-includes,butshallnotbelimitedto,allgas,water,electriclight andpowerservice;towel,uniform,cleaning(janitorial),pestcontrol,securityguard,tree trimming,ground(landscaping)maintenance services;andtheleasing,rental,repairor maintenance of equipment,supplies,machineryandothercity-ownedpersonalproperty. Cooperative Purchasing-(a)procurement conductedonbehalf of twoormorepublic entities;(b)thecombiningof requirements oftwo(2)ormorepublicentitiesinorderto obtainthebenefitsofvolumeorbulkpurchasingand/orreductioninadministrative expenses. Debarment-meanstheexclusionofapersonorbusiness(Vendor)fromparticipatingina procurementactivityforanextended period oftime,asspecifiedbylaw,becauseofan illegalorirresponsibleaction. Decentralized Purchasing-meansan arrangement wherecertainpurchasingauthorityor functionsaredelegatedtoothercitydepartmentsbytheCity Manager whoretainspolicy direction and responsibility. Page6 of61 Designee-meansadulyauthorized representative ofapersonholdingasuperiorposition. Director ofProcurement-See Chief Procurement Officer. Electronic Commerce-meanstheintegrationofelectronicdatainterchange,electronic funds,andsimilartechniquesintoa comprehensive electronic-basedsystemof procurementfunctions;couldincludethepostingof ITBs,RFPs,RFQs,and RFLIs on electronicbulletinboards,thereceipt of bidsviaelectronicinterchange,notification of awardbye-mail,andpaymentviaelectronicfundstransfer,forexample.Itisalsoknown ase-procurementorOn-LineBidding.Variousforms of On-LineBiddingareStandard Reverse Auctions,Sealed Bid Auctionsand Real TimeReverse Auctions (see On-Line Bidding). Emergency Purchase-madetoalleviateacircumstance threatening the health,welfare,or safetyundercertainconditionsdefinedasanemergencybytheCity,thatdoesnotallow time for normal,competitive bidding. Expandable/Consumable ItemsorSupplies-meansitemsorsuppliesthatareexhaustedor spent wastefiilly (i.e.food,drinks,someofficesupplies,toner,water,gas,electricity,etc.) Express Warranty-meansaverbalorwrittenpromise,ancillarytothesalesagreement, whichisincludedinthewrittenororaltermsoftheagreementunderwhichthepromisor assuresthequality,description,orperformance of thegoods. FirmFixed-Price Contract-meansacontractwherethepriceis established andnot adjustableorvariable,fortheentirelife of thecontractoruntilaset quantity of goodsor services is delivered. Goods-meansanypersonalortangibleproperty(i.e.merchandise,supplies,raw materials)other thanreal property orservices. Goods and Services-a term of art.Refer to Goods and to Services. Guarantee-meansanexpressedorimplied assurance of thequality of goodsofferedfor sale,or of how longthegoods can beexpectedtogive satisfactory use. Implied Warranty-meansa warranty orpromisearisingbyoperationoflaw that somethingwhichissold shall befitfor merchantability andforaparticularpurposefor whichthe seller hasreasontoknowitisrequired. Informal Bid-meansacompetitivebidorpricequotationforgoodsorservicesthatis conveyedbyletter,telephone,formorothermeansanddoesnotrequireasealedbid, publicopening,orpublicreadingofbidsbecausethepricesarebelowthe mandatory formalbidthresholdamount(sameasQuotationorRequestforQuotation),asdetailedin the Procurement Manual. Page7 of 61 Informality-means a minor or immaterial defect in a Bid that is matter of form rather thansubstance;avariationofaBidorProposalfromtheexactrequirementsofthe IFB, RFP,RFQor RFLI,which canbewaivedbythe Chief Procurement Officerwithout beingprejudicialtoother Bidders,andhasnomaterialaffectontheprice,quality, quantity or delivery schedule forthegoodsorservices. Inventory-meansgoodsinstockoritemizedlistofthegoodsinstockshowingquantity, volume,and value. Inventory Control-meansthesupervisionandmonitoring of inventory levelsandthe determination of estimated amounts needed;production,procurement,distribution, maintenance,and disposal of materials. Invitation for Bids (IFB)-means the solicitation document and all attachments and addendumsusedforformalcompetitivebiddingfortheprocurement of goods,material, equipment,and contractual services.TheIFBisusedwhentheuser department is capable of specificallydefiningthescopeofworkforwhichaContractualServiceis requiredorwhentheuser department iscapable of establishingpreciseSpecifications definingtheactualcommodityorgroupof commodities required. Latent Defect-meansanunknowndeficiencyorimperfectionthatimpairsworthorutility thatcannotbereadilydetectedfrominitialorvisual examination ofaproduct,suchasthe use of materialsinmanufacturingthatdonotmeetspecificationsormissinginternal parts,orabugfoundinsoftwareafteracceptance. Liquidated Damages-meansaspecificsumstatedintheContracttobepaidbytheparty whoisindefault,orwho breaches the contract,insettlementfordamages. Lowest ResponsiveandResponsibleBidder-meanstheBidderthat submitted aBidwhich conformsinallmaterialaspectstotherequirementsstatedintheInvitationforBidatthe lowestprice of allthe responsive Bidssubmitted,andwhosepastperformance, experience,staffing,equipment,facility,and financial capabilityisdeemedacceptable. Market Research-meansthestudyofwhatpeoplepurchased,whenthey purchased,why theypurchase,andhowtheypurchase,toenableapurchasingofficetoarriveatthemost suitableapproachtoacquiringsuppliesandservices. May-denotesthe permissive,non-mandatory.Failureto comply with"may"generallyis nota matter of responsiveness. Most Advantageous-meansajudgmentalassessmentofwhatisinthe best interests of the Cityanddenotesacondition,whichwillresultinamaximumbenefitconferreduponthe City. Must-denotes the imperative,mandatory,essential,or necessary.Failuretocomplywith a"must"directivewillgenerallybeamatterofresponsiveness. Page8 of61 Negotiation-meansabargaining process betweentwoormoreparties,eachwithitsown viewpointsandobjectives,seekingtoreachamutuallysatisfactory agreement on,or settlementof,amatterofcommon concern;contracting throughtheuseofproposalsand discussions,orany contract awarded withouttheuse of formal competitive sealed bidding. Non-Expandable/Consumable Items or Supplies-meansitemsorsuppliesnotexhausted orspentduringuseorthatdo not loseidentityduringuse(i.e.furniture,vehicles,some officesupplies,equipment,computerhardwareandsoftware,etc.) On-Line Procurement (E-Procurement)-meansaprocurementprocessinwhichthe ProcurementandSupplyManagementDepartmentpurchasesgoodsandservices;or,to sell,tradeorotherwisedisposesurplusgoods,electronically transmitted overtheinternet inareal-time,open,interactive competitive biddingevent. Open-End Contract-(alsodesignatedpriceagreement)meansa Contract whichsetsforth thegeneral provision of goodsandservicesthatmaybe delivered or performed within a given period of time,but quantity and/ordurationisnotspecified.The quantity and deliveryare specified withtheplacement of aPurchaseOrderorBlanketPurchaseOrder. OpenPurchaseOrder-see Blanket PurchaseOrder. PaymentBond-meansacertificate(usually100%of bid/proposal amount)issuedbya suretyguaranteeingpayments,asrequiredbylaw,toallpersonssupplyinglaboror materialforthecompletion of work undercontractbythe successful BidderorProposer. PerformanceBond-meansacertificate(usually100%of bid/proposal amount)issuedby asuretytoasuccessfulBidderorProposer,toprotecttheCityfromlosstoduetothe Bidder's/Proposer's inabilitytocompleteandfulfilltheContractrequirementsasagreed. Person-meansanybusiness,corporation,partnership,individual,union,committee,club, organization,orgroup of individuals. Pre-Bid/Proposal Conference-meansameetingheldwithprospectiveBiddersor Proposerspriortosolicitation of BidsorProposals,toclarifyanyambiguities,answer BidderorProposerquestions,andensureallBiddersorProposershaveacommonbasis of understanding regardlessthesuppliesorservicesrequired. Procurement-meansthebuying,purchasing,renting,leasing,orotherwiseacquiringany goodsorservicesforpublicpurposesin accordance withthelaw,rules,regulations and proceduresintendedtoprovideforthe economic expenditure ofpublic funds.Itincludes, butitisnotlimitedto,allfunctionswhichpertaintothe obtaining of anysupplies, materials,equipment and/orservices,includingpublicworksand improvements and capitalimprovementrequiredbyany department,regardless thesourceof funds.Ina broadersense,thetermdescribesdeterminingtheneed,selecting theVendoror Page9 of 61 Contractor,arriving ata fair and reasonable price and terms,preparing the Contract or Purchase Order,and following upto ensure timely delivery.Forthe purposes ofthis Code,it excludes those items set forthin Section 2-413. Professional Services-(a)services rendered by which is substantially measured bythe professional competence oftheperson performing the service,andwhicharenot susceptible to realistic competition bycostof services alone;(b)services rendered by members ofa recognized profession orpersons possessing a specialized skill.Such servicesaregenerally acquired to obtain,advice,information,instruction,training,direct assistance.The Professional Service may include a report,or written advice which may belengthy;however,themainthrust of theserviceisnotconsideredlabor,butthe exercise of intellectualability.TheProcurementofProfessionalServicedoesnotlend itself tonormalcompetitivebiddingandpricecompetitionalone.Theseservicesshallbe procuredbyCompetitiveSelectionandNegotiation(RequestforProposal,Requestfor Qualification,or Letter of Interest). Proposal-meansan executed formaldocumentsubmittedbyanindividualor business, totheCitywheretheselectionistobemadeonthebasis of performancethatisoffered rather than price aloneandmayrequireanoutline of detailssuchasthe Vendor's qualificationsandexperienceandtheidentification of problemsandproposedsolutions inadditiontodetails of price. Proposal Bond-SeeBidBond. PublicNotice-unlessotherwisespecifiedherein,shallmeanpublicationinanewspaper of generalcirculationintheCity,orpostingon an electronicbillboard,broadcast,or message(i.e.website,internet),oranyothermeans of makingrequirementsknowntoa largenumber of potentialvendors,withinaperiod of reasonabletime.. Purchase Order-meanstheCity'sofficialdocumenttoformalizeandauthorize a purchase transaction witha Contractual Party.It should contain a description of goods and/or servicesordered,encumberedfundsfromspecificbudgetcode,applicableterms as to payment,discounts,dateof delivery/performance,insurance andother factors or conditions relatingtothe transaction.Acceptance ofa Purchase Orderbya Contractual Partyshall constitute a Contract,except in those instances in which a [Blanket]Purchase Orderisusedonlyasaninternalencumbrancedocument Purchasing-means the same as Procurement,as defined herein. Quotation-SeeInformalBid,sameas Request forQuotation. Receiving Report-meansaform listing itemsor services receivedfromaVendor;usedto matchpurchaseorder,Vendor's invoices,andpaymentvouchersbeforepayment. Receiving ReportmustbesignedoffbyaCityemployeeuponcompletion of delivery of goodsorserviceand received inthe purchasing software system by Procurement before Finance makes payment. Page10 of 61 Request for Letters of Interest (RFLI)-means a formal solicitation of responses from interested and prospective proposers to submit a summary oftheir qualifications and/or capabilitiesandstatetheirinterestinperformingaspecificjoborservice.Proposersmay begivenlatitudeinofferingaservicethatmayfulfilltheCity'sneed. Request for Proposals (RFP)-meansall documents,whetherattachedorincorporatedby reference,utilized for soliciting competitive sealed proposals forgoodsand/or services. EvaluationofaProposalisbasedonpriorestablishedcriteriawhereintheRFPshallstate the relative importanceandweight ofpriceand other evaluationfactors. RequestforQualifications (RFQ)-meansaformalsolicitation of responses from interestedandprospective Proposers/Respondents inwhichfactorsotherthanprice, including but not limited tofinancialcapability,reputation,experience,and competency areconsideredandevaluatedinordertodevelopashortlistof qualified respondents. RequestorInvitationforQuotation-SeeInformalBid,sameasQuotation. Requisition-means arequestsentbytheend-user/usingdepartmentwhichdetailsgoods -orservicesrequiredtotheProcurementDepartment,pre-encumberingthefundsfroma specific budget codeto cover thepurchase. Responsible Bidder,Proposer,Offeror,or Respondent-meansapersonwhohasthe capabilityas determined bytheCity,in allrespectstoperformfullytheContract requirements,andtheintegrityandreliabilitywhichwillassuregoodfaithperformance. Responsive Bidder,Proposer.Offeror or Respondent-meansapersonwhohassubmitted aBidorProposalwhichconformsinallmaterialrespectstothesolicitation. Scope/Statement of Work-meansadetaileddescriptionoftheworksetforthinthe Requestfor Proposal,Requestfor Qualifications,orRequestforLetters of Interestwhich theContractualPartywillberequiredto perform. Services-meansthefurnishingoflabor,time,oreffortbyaContractor,notinvolvingthe delivery of aspecificendproductotherthanreportswhichare merely incidentaltothe required performance.Thisterm includes "Professional Services",exceptthosedefined inFloridaStatuteSection 287.055,Consultant's Competitive Negotiations Act,as amendedfromtimetotimebytheStateofFloridaandunderthejurisdiction of the Department of PublicWorks.Thistermshallnotincludeemploymentagreementsor collectivebargainingagreements. Shall-denotestheimperative,mandatory,essential,ornecessary.Failuretocomplywith a"shall"directivewillgenerallybeamatterofresponsiveness. Should-denotesthe permissive,non-mandatory.Failuretocomplywith "should" generally isnotamatter of responsiveness. Page11 of 61 Signature-meansamanualor Electronic Identifier orthe Electronic Result of an authentication techniqueattachedtoorlogicallyassociatedwitharecordthatis intended bythepersonusingittohavethesamefull force andeffectasmanual signature [Florida StateStatutesChapter668,PartIElectronicSignatures,asamended]. SmallPurchase-meansanypurchasebelowthemandatoryformalbidthresholdamount, as further detailed in the Procurement Manual. SoleSource-meanstheonlyexistingsourceoftheitemorservicewhichmeetstheneeds of theUsingAgency,Citydepartments,CityCommission,CityManager,CityClerk,and CityAttorney,asdeterminedbyareasonablythoroughanalysis of themarketplace. Solicitation-meansarequestoranInvitationforBidstoprovidegoodsorservices;ora requestfora priced offertosellgoodsorservices.Itmaybebyaninformal(non- advertised)orformal(advertised)basis.Forexample,aRequestforQuote,Invitationfor Bids,RequestforProposals,RequestforQualificationsorRequestsforLetters of Interest. Specifications-meansaconcisestatement of aset of requirementstobesatisfiedbya product,material,orprocessusedinanInvitationforBidsorRequestorInvitationfor Quotationtodescribethegoods,equipment,and/orContractualServicestobe purchased or otherwise acquired. Standardization-meanstheprocessofestablishingagreementonthecharacteristicsand quality of theproductstobepurchasedtoachievecostsavings. Supplies-includesequipment,materials,printingandinsurance. Surety-meansanindividualorcorporationlegally.liableforthedebt,default,orfailureof a Bidder,Proposer,offer,respondent tosatisfy the obligations of Contract. Surplus Property-meanssurplus,obsolete,orscrap supplies."Surplussupplies"are suppliescapable of beingusedbutareinthe excess ofthenormaloperating requirements of theCity."Obsoletesupplies"aresupplieswhichmaynolongerbeusedforthe intendedpurposewhentheusehasbecomeeconomicallyimpractical."Scrapsupplies" arethosesuppliesthatcannolongerbeusedeithersafelyoreconomicallyforany purposeexceptforpossiblesalvagevalue. Termination for Convenience-meansanactionbywhichthe Procurement andSupply ManagementDepartment,inaccordancewithcontractprovisions,unilaterallycancelsall orparts of theContractworkinthebestinterestoftheCity,andwithnoreflectiononthe contractor's performance. Termination forDefault-meansanactionby which the Procurement and Supply Management Department,inaccordancewithcontractprovisions,unilaterally cancelsall Page 12 of 61 orpart of theContractworkduetothe Contractor's failuretoperforminaccordancewith the terms and conditions of the contract. Terms and Conditions (T's andC's)-meansalllanguageinaContractincluding applicablestandardclausesandspecialprovisions,therulesunderwhichallBidsmustbe submitted,andthestipulations,applicabletomostContracts,issuedbytheProcurement andSupply Management Department UsingAgency-alsoknownastheuserdepartmentorend-user,isanydepartment,office, commission,trust,board,committeethatrequisitionsgoodsand/orserviceprocured pursuanttothisArticle. Vendor-meansonewhosellsgoodsorservices;asupplier. Warranty-meanstherepresentation,eitherexpressedorimpliedthatcertainfact regardingthe subject matter ofacontract is presentlytrueorwillbetrue;apromisethat certainfactsaretrulyas they arerepresentedtobeandthat they will remain so,subjectto anyspecifiedlimitation. ARTICLE H-PROCUREMENT ORGANIZATION PART A-CITY OF CORAL GABLES PROCUREMENT AND SUPPLY MANAGEMENT DEPARTMENT Sec 2-406 Creation of the Department of Procurement and Supply Management There is hereby createdintheCityofCoralGablesthe Department of Procurement and SupplyManagementwhichshallbeheadedbytheChiefProcurement Officer alsoknown asthe Director of Procurement.TheformerPurchasing Department shallbehereafter knownasthe Department of ProcurementandSupplyManagement. Sec.2-407 Procurement and Supply Management Department. The Procurement and Supply ManagementDepartmentisthe centralized agencywith establisheddutiesandresponsibilitiesforallprocurementand contracting forgoods, material,equipment,ContractualServices,ProfessionalServices,Consultant services and/orcombinationofgoodsandservices;forperformance of the City's procurement functions,andforimplementationoftheprovisionsofthisCode.The Chief Procurement Officershallbethe Director of thisdepartment. PART B-CITY MANAGER,CHIEF PROCUREMENT OFFICER AND/OR DIRECTOR OF PROCUREMENT Sec.2-408 Authority of the City Manager and the Chief Procurement Officer/Director of Procurement Page13 of 61 (a)City Manager - TheCityManageristheChiefAdministrativeOfficer of theCityandshallcarryout thefunctionsand responsibility asdesignatedinthe City Charter.TheCity Manager retainsthesole authority toexecuteContractsand Agreements,asapprovedbythe CityAttorney,exceptandtotheextentprovidedherein,orwhenlawfullydelegatedto appropriate department heads. TheCity Manager shall appoinfa Chief Procurement Officer/Director of Procurement whoshallhaveauthorityoverimplementation of policies,procedures,regulations and forms governing Citycontractingmethodsandprocedures;typesofContracts; qualificationsandduties;inspectionsandaudits;disputesandremedies;ethics;and publicaccessand information setforthinthis Procurement Codeandinthe ProcurementManual.TheCityManagerretainstheauthoritytodelegatepurchasing functionsto other Citydepartments,as provided inthisCode. Requestsforchange orders whichdonot exceed 15%of the original contract awardor PurchaseordershallrequireapprovalbytheCityManager.RequestsforChange Orders which exceed 15%of theoriginalcontractawareorpurchaseordershall requireapproval of the City Commission. (b)Chief Procurement Officer The Chief Procurement Officer/Director of Procurementshallserveasprincipal procurement officer of theCityofCoralGables.Assuch,the Chief Procurement Officershallhaveallrights,powers,duties,andauthorityrelatingtotheProcurement andcontracting of goodsand/orservicesfortheCity,includingtheauthority: (1)todeterminethelowestorhighestResponsiveandResponsibleBidder,Proposer, Offeror,orRespondent,asthecase may be; (2)toapproveall purchases andawardsupto$50,000; (3)tocertifyforcompliancewith appUcable procurementmethodsallpurchasesand awardsnotinexcess of $100,000 forgoodsandservices,exceptasotherwise provided inthisCode;and (4)toissuethose Purchase OrdersandChangeOrdersforthePurchase of Goodsand servicesgovernedbythisCode,providedthoseordersinconformancewithlaw andallapplicablerulesandregulations. (5)toapprovetheuse of acompetitiveContractforthepurchase of necessarygoods orserviceswhichhasbeensecuredbyoronbehalf of anyfederal,state,county,or municipalgovernment,orbyanyothergovernmentalentityorbyanynon-profit organization or state-funded institution. Page14 of 61 (6)toparticipateincooperativepurchasingwhenitisintheBestInterestoftheCity. (7)todeclarevendorswhodefaultonan Informal Bid,Quotation,orRequestfor Quotationsas"non-responsiblebidders"andtodelaythosevendorsfromreceiving businessfromtheCityforastatedperiodoftimeunderthe procedures provided in this article. (8)tosell,trade,transfer,auctionorotherwisedispose of surplusCity-ownedpersonal property regardless of dollaramount. Sec.2-409 Duties of the Chief Procurement Officer/Director of Procurement. (a)Except as otherwise specifically providedinthisCode,the Chief Procurement Officer shall,in accordance withtheseregulations: (1)AdministerthecentralprocurementandcontractingsystemfortheCity; (2)Procure,trainandsuperviseCitystaffonthe procurement of allgoodsand servicesas needed bytheCityinthemanner provided bythisCode. (3)Transferorsellsurplussuppliesorpropertytoother governmental agencies, tothe public by sealedbids,publicauction,trade equipment onnew purchases,ordisposeofpropertyinanyothermethod consistent withthe laws of the state ofFlorida. (4)Providefortheestablishment /promulgation of AdministrativePoliciesand Procedures of Procurement,anditsOperationsManual,whichshallbe reviewedbytheCity Manager^andamendedfromtimetotime; (5)Takeallnecessaryactionstopromote,encourage,andmaximizefree competition; (6)Be responsible in procuring goods and services upon verification ofsufficient fundswithinthespecifiedbudgetcode; (7)Determine themethodofselectionforeach type of procurement; (8)Standardize,tothe extent possible,Contract clauses,termsand conditions, and documents; (9)Establishandmaintainaprogramforthedevelopmentandusage of standard specificationsforgoodsandservices; (10)Conducteffectivemarketresearchandindustrycommentsforandwith departments,when andas appropriate; Page15 of 61 (11)Keepsuchsubmissionsasmayberequiredfromindividualprocurement liaisons,procurementagents,departments,andoffices,keepsuchrecordsas willadequatelyreflectleases,Specifications,InvitationforBids,Requestsfor •Proposal,RequestsforQuotations,RequestforLettersofInterest,Bids, Quotations,Proposalsreceived,actionstaken,finaldisposition,andthe Purchaseofgoodsandservicesanddisposal of supplies,materials,and equipment. (12)Maintainacurrentlistofpossiblesources of supplyforallgoodsandservices purchased bytheCity,asindictedintheAdministrativeRegulationsand/or Procurement Code; (13)Exercisedirectsupervisionandoperatethe City's centralwarehouseforthe purposeofvolumepurchasesofitemswhichmaybemoreeconomically purchased anddistributedthanpurchaseonanindividualbasis;to provide facilitiesforstorageofcriticallyneededsuppliesandtostoreanddisposeof surplusproperty;andtoprovidegeneralsupervisionoverallinventories of suppliesbelongingtotheCity; (14)Establishandmaintainprogramsfortheinspection,testingandacceptance of supplies or services. (15)Submitanannualreportontheoperationofthe City's procurementsystemto theCityManager,togetherwith recommendations forits improvement. (16)AdministerandsubmitaquarterlyreporttotheCityCommissionwithalist of Contractsawardedbythe Chief Procurement OfficerandtheCity Manager,inaccordancewithdelegated authority. (17)Performsuchotherdutiesasmaybeprovidedforinothersectionsofthis Code,orasdirectedbytheCityManagerorDesignee. Sec.2-410 Delegation of Authority by the Chief Procurement Officer/Director of Procurement TheCityManagermaydelegateinaccordancewithproceduressetforthintheAdministrative Regulationsinthe.OfficeoftheCity Manager tovarious departments theauthoritytopurchase goodsorservices,belowacertaindollaramount,if theChiefProcurementOfficerdeemsitmore advantageous totheCityforprocurementtobeconductedbya department(s)ratherthanby the ProcurementandSupplyManagementDepartment.Delegatedpurchaseswillbeprocessed underthesamerules,regulations andCodeprovisionsthatgovernthecentralprocurement system.Delegation of purchasingauthoritywillonlybegrantedatthediscretionoftheCity Managerafter individuals withinthedepartment(s)have satisfied the Chief Procurement Officer ofthe knowledge of the existing rules,regulations andCode. Page16 of 61 PART C-ORGANIZATION OF PUBLIC PROCUREMENT Sec.2-411 TransferandCentralizationofProcurementAuthority. PersonalPropertyversusRealProperty.Forthe purposes ofthis section.Personal Property shallbe defined asitemsof merchandise,supplies,raw materials,or finished goods.Personal Propertyis movable and tangible.Real Propertyshallbe defined as land,andgenerallywhateveriserectedorgrowinguponoraffixedtoland.RealProperty isnon-movableandintangible. ExceptasotherwiseprovidedinthisCode,allrights,powers,duties,andauthority relatingtotheprocurement of suppliesand services.(PersonalProperty),andthe management,control,warehousing,saleanddisposalofsuppliesandservices(Personal Property)nowvestedinorexercisedbyanydepartmentorofficeareherebytransferred totheChiefProcurementOfficer.Allrights,powers,duties,andauthorityto procure, lease,orsellrealpropertyshallremainvestedintheDepartment of PublicWorks. Sec.2-412 Authority to Contract for Legal Services. TheCityAttorneyistheChiefLegalOfficer of theCity.TheCityAttorneyshall prepareorreviewforformandlegalsufficiency,allcontracts,bondsandotherwritten instrumentsthatrequiremunicipalapprovalorsignature.TheCityAttorneyshall performalllegalservicesrequiredtoaccomplishthepurposes of theiroffice,and shallhavetheauthoritytoretainoutsidelegalserviceswhensuchservicesarenecessary duetoa conflict of interestunderstatelaw,theRules of Professional Responsibility, wherefactual circumstances arisewhere representation ofmultiplepartiesmayorwill createaconflict of interest,orwhentheCityAttorneydeemsit necessary intheBest Interests oftheCity. Legalserviceshavingaunique,specializedskillorknowledge of anareaoflegalpractice asdefinedbystatelawshallbeexemptfromtheCompetitiveNegotiations/Competitive Sealed Proposallaws. AllattorneysretainedoremployedbytheCity,regardlessofthenatureorkind of serviceperformedorthetitleordesignationunderwhichtheyrenderlegalservice fortheCity,.are herebyplacedunderthedirectsupervisionandcontrol of theCity Attorney. Sec.2-413 Exemptions. (a)Unlessotherwiseorderedbypolicy,thefollowingsuppliesgoodsandservicesare exempted fromthisCodeandmay,or may notbe procured thoughthe Department of Procurement andSupplyManagement,butshall nevertheless beprocured, wheneverpossible,inaccordancewiththerequirements of thisCode: (1)Duesand memberships intradeor professional organizations; Page17 of 61 registrationfeesfortradeand career fairs;subscriptions for periodicals and newspapers;advertisements;postage;expertwitnesses,legalservices, mediatorservices,paralegal services,realproperty,realestatebrokerageand appraising,optionsoftitleorabstractsoftitlesforrealproperty;title insuranceforreal property,andotherrelated costs of acquisition orsaleofreal property;utilitiesincludingbutnotlimitedtoelectric,waterandsewer,and telephone;copyrighted materials orpatentedmaterialsincludingbutnot limitedto technical pamphlets,publishedbooks,maps,testingor instructional materials;feesandcostsof job-related seminars and training;lectures by individuals;meetingrooms. (2)Goodspurchasedwithpettycashand/orwithprocurementcardsin accordance with established Cityprocedures. (3)Itemspurchasedforresaletothegeneralpublic. (4)Purchase of groceries. (5)Works of artforpublicplaces,andartdesignandconservationservices. (6)Hotel accommodations and travel services onCity business asprovidedin Administrative Regulations3.05 (7)Purchase of public-ownedtransportationservices. (8)Purchaseofticketsfor special events,tourist attractions and amusement parks. (9)Citysponsoredeventsas authorized intheyearlyCitybudget. (10)Entertainmentservices(includingbanquetsandsimilarfoodservices)forCity- sponsored events;and,artisticservices. r (11)Purchases of motorvehiclelicenseplatesfromagovernmentallyregulated monopoly ora government agency. (12)Contracts between theCityandgovernmententitiesornon-profit corporations;andservicesprovidedbygovernmentalagencies. (b)CompetitiveprocessunderthejurisdictionoftheDepartment of PublicWorks. Thefollowingaresubjecttothejurisdiction of thePublicWorksDirector.However,thePublic Worksdepartmentshallberequiredtoprovidecopies of allcontracts,leasesorothersimilar writtenlegalinstrumentstothe Chief ProcurementOfficerandFinanceDirector. (1)Public Works projects may include,but not limited to,constructions;street and drainage improvements;maintenanceand rehabilitation of roadways and sidewalks;trafficcontrol;cleaning of waterways;cityutilitiesandpublic Page18 of 61 P-Z. right-of-ways;lighting maintenance underthe jurisdiction of the Department of Public Works. (2)Procurement of architecturaland engineering services,landsurveyorsor mappingservices,landscapearchitecturalservices,construction managers,or anyother services as defined in Florida Statute Section 287.055,Consultant's Competitive Negotiations Act,asamendedfromtimeto time bytheState of Floridaandunderthe jurisdiction of the Department of PublicWorks. (3)Leasesforallgrounds,building,officeorotherspace required byusing department(s)underthe jurisdiction ofthe Department ofPublic Works. PART D-CITY OF CORAL GABLES PROCUREMENT REGULATIONS Sec.2-414 Promulgations of Regulations. TheCityManagershallissueAdministrativeRegulationsapplicabletoallCitystaff. The Chief ProcurementOfficershalldevelopandpromulgateaProcurementManual in accordance withtheapplicableprovisionsoftheCity of Coral Gables Procurement CodetoallCitydepartments/divisions/offices. Sec.2-415 Existing Contracts Not Changed. RegulationsshallnotchangeexistingContractrights.Noregulationshallchange anycommitment,right,orobligationoftheCityorofaContractorunderaContract in existence onthe effective date of such regulation. Sec.2-415.1Sec.40.AppropriationnecessaryforCityliability;maximumdurationof contracts. a)Contracts for materials orsupplies.Nocontractformaterialsorsuppliesshall exceed three years,withallapplicableextensionsthereof,exceptwhenapprovedbyfour- fifthsvote of theCityCommission.Innoeventshallacontractfor materials orsupplies exceed ten years. b)Contracts for services.Contractsforserviceswhicheither exceed SeventyFive Hundred Dollaro ($7,500.00),onehundredthousand($100,000)orexceed one three yearsinduration,shallbesubjecttoapprovaloftheCity Commission.Innoeventshall a contract for services exceed tenyears. Page19 of 61 *~ right-of-ways;lighting maintenance underthejurisdiction of theDepartment of Public Works. (2)Procurement of architecturalandengineeringservices,landsurveyorsor mappingservices,landscapearchitecturalservices,construction managers,or anyother services asdefinedin Florida Statute Section 287.055,Consultant's Competitive NegotiationsAct,asamendedfromtimetotimebytheState of Floridaandunderthejurisdiction of theDepartment of PublicWorks. (3)Leasesforall grounds,building,officeorotherspacerequired by using department(s)underthejurisdictionoftheDepartment of PublicWorks. PART D-CITY OF CORAL GABLES PROCUREMENT REGULATIONS Sec.2-414 Promulgations of Regulations. The City Manager shallissueAdministrativeRegulations applicable toall City staff. The Chief Procurement Officershalldevelopand promulgate a Procurement Manual in accordance with theapplicableprovisions of the City ofCoralGables Procurement CodetoallCitydepartments/divisions/offices. Sec.2-415 Existing Contracts Not Changed. RegulationsshallnotchangeexistingContractrights.Noregulationshallchange anycommitment,right,orobligation of theCity or of a Contractor undera Contract in existence onthe effective date of such regulation. Sec.2-415.1 Sec.40.Appropriation necessary forCityliability;maximumdurationof contracts. a)Contractsformaterialsor supplies.No contract for materials or supplies shall exceedthreeyears,withall applicable extensions thereof,exceptwhenapprovedbyfour- fifthsvote of theCityCommission.Innoeventshallacontractformaterialsorsupplies exceed ten years. b)Contracts forservices.Contracts for services whicheitherexceed Seventy-Five Hundred Dollars ($7,500.00),or exceed oneyearin duration,shallbesubjectto approval oftheCityCommission.Innoeventshallacontractforservicesexceedtenyears. Page19 of 61 NoliabilityshallbeenforceableagainsttheCityuponanycontractnotsupportedbya previous appropriation,norshalltheCitybeliableforanyservices,materialsorsupplies furnished totheCityortoanydepartment,officeor division thereof,thefinancial requirements of whicharetobemetoutoftheproceeds of taxesorotherfunds controlledbytheCommission,unlessthe Commission shallpreviouslyhavemadean appropriationtherefore. Inthe event that contracts aretoextendoveraperiodlonger than oneyear,and which aretobemetfromcurrentreceipts of theCity,itshallbelawfulfortheCommissionto makeappropriationsufficienttoanswertherequirements of anysuchcontractsforonly oneyearandthecontractshallbelegalandbinding,subjecttotheabovelimitations, notwithstandingno appropriation hasbeenmadefortheensuingyearsoverwhichitisto beoperative,anditshallbethedutyoftheCommissiontomakeappropriationsfrom yeartoyearasrequiredforthepurposesofsuchcontracts. PART E-COORDINATION,TRAINING,AND EDUCATION Sec.2-416 Collections of Data Concerning Procurement TheChiefProcurementOfficershallcooperatewith the DepartmentofFinance InternalAuditor;and,ExternalAuditorinthepreparationofstatisticaldata concerning the procurement,usage,and disposition ofallsuppliesand services,and employsuchtrainedpersonnelasmaybenecessarytocarryoutthis function.All City departments shallfurnishsuch reports astheChiefProcurementOfficermay require concerning usage,needs,andstocksonhand,andthe Chief Procurement Officershallhaveauthorityto prescribe formstobeusedbyCity departments in requisitioning,ordering,andreportingofsuppliesandservices. PART F-DUTIES OF THE CITY ATTORNEY Sec.2-417 Duties of the City Attorney. TheCityAttorneyor authorized designee inthatofficeshallserveaslegalcounsel and provide legal services tothe Chief Procurement Officer. Page 20 of 61 ARTICLE IH-SOURCE SELECTION AND CONTRACT FORMATION PART A-METHODS OF SOURCE SELECTION Sec.2-418 Methods of Source Selection. Unlessotherwiseauthorizedbylaworordinance,all City Contracts shallbe awardedbyone of thefollowingmethods: •(a)Section2-419(CompetitiveSealedBidding)-(FormalBids); (b)Section 2-420 (Multi-StepBidding); (c)Section 2-421 (CompetitiveNegotiations/CompetitiveSealedProposals); (d)Section 2-422 (SmallPurehases)-(InformalBids); (e)Section 2-423 (SoleSourceProcurement); (f)Section 2-424(EmergencyProcurement); (g)Section2-425(BidWaiverProcurement); Sec.2-419 Competitive Sealed Bidding (Formal Bids). (a)Conditions forUse.Competitivesealedbiddingshallbeusedfortheaward of allContractsforgoodsandservicesover$25,000,except as otherwise provided forinthisCode,whereitisbothpracticableandadvantageousforthecityto specifyalldetailedplans,specifications,standards,termsand ccmditions sothat adequate competition willresultandawardmaybemadetothe Lowest ResponsiveandResponsibleBidderprincipallyonthebasisofprice. (b)Invitation forBids.AnInvitationforBidsshallbe issued andshallincludebut not limited to: (1)BidIntroduction-explanationofthe City's intentandbackgroundofthe City's needs,certaindefinition of termsusedthroughoutorrelativetothe Bidsolicitation,languageonBidderresponsibility,BidAward,Bid Clarification,addendum,and orderofprecedence of thedifferentBid documents. (2)GeneralTermsandConditions-theportion of theBidthatincorporates thestandardclausesandrequirementscommonto all Contracts (boilerplates).Certainstandardclausesandrequirementsare:theCity reservingtherighttorejectanyorallBids;theselling,transferringor assigning of the Contract;auditrightsandrecordsretentions;firmprices; Bidandperformancebond language;publicentitycrimes;righttoterminate -Contract (forconvenience);public records,indemnity clauses,insurance requirements,if applicable.. (3)SpecialConditions-theportion of theBidwhichcontainsscopeandpurpose of theBid,non-mandatory/mandatory Pre-Bid conference information, Page21 of 61 Contractterm,deadline forrequestof additional information or clarification, Contactinformationonthebuyer/contractorprocurementspecialist, Conditions forrenewal of Bid Contract,method of award,bidder qualifications,bidbondandperformance bond requirements,if applicable, (4)Specifications-anydescriptionofthephysicalorfunctionalcharacteristics or of the nature of agoodorservice.Itmay include a description of any requirementsforinspecting,testingorpreparingagoodorservicefor delivery or performance schedule. (5)BidInstructions-informationtoBiddersconcerningtheBidsubmission requirements,includingthedate,timeandlocationfordelivery,receiptand opening of Bids,preparation of Bids,taxes,Bid forms. (6)Price Sheet-Bidders discloses priceto provide the described goodor service to the City. (c)Public Notice.Notice invitingBidsshallbe published atleast once ina newspaper of generalcirculationintheCity,posting onanelectronicbillboard, broadcast,ormessage(i.e.website,internet),oranyothermeansofmaking requirementsknowntoalargenumberof potential vendors,withinareasonable timepriorto Bid opening;butinanyeventatleast10calendardaysshall intervene between thelastdate of publication,posting oranyothertype of public notice andthefinaldatefor submitting Bids. (d)Pre-Bid Conferences.Pre-bidConferences maybe heldtoexplainthe requirements of theproposedSolicitationandshallbeannouncedtoall prospective Biddersknowntohave received andInvitationforBids. Conferencesshouldbeheldlongenoughwithinareasonabletimeframeafterthe InvitationforBidshaveissuedtoallowprospectiveBidderstobecomefamiliar withtheproposedProcurement,butwithsufficienttimebeforeBidopeningto allow consideration of any modifications,additions,deletionsor clarifications in preparing Bids.NothingstatedataPre-BidConferenceshallchangethe materia]or substance oftheInvitationforBidsunlesschangeismadebyissuing anAddendum,whichshallbesuppliedtoallthoseprospectiveBiddersknown to have received and Invitation for Bids.All Pre-Bid Conferences shall be recorded,and,if atranscriptismade,suchtranscriptshallbeapublicrecord. (e)Bidopening.AllBidsshallbesubmittedsealedandclearlymarkedwithBid numberandtitletotheOfficeoftheCityClerkandshallbeopenedpubliclyby the Chief Procurement OfficerorDesigneeinthepresence of oneormore witnesses at the date and time stated in the Public Notice and in the Invitation forBids.TheamountofeachBidandsuch other relevantinformationasmay bedeemeddesirable(i.e.BidBondsubmitted,acknowledgment of Addendum), andthe name of each Bidder,shallbe recorded;the record and each Bidshallbe opentopublicinspectionwithinthetimeframespecifiedintheFloridastatutes, Page22 of 61 PublicRecordsAct,Chapter 119.Nodetermination of LowestResponsiveand ResponsibleBidderwillbemadeatthetimeofBid opening.Thelowestbid amountreadattheBid opening shallbereadas the."apparentLowest ResponsiveandResponsibleBidder".BidsreceivedafterBidopeningdateand timeshallbedatestampedandreturnedtotheBidder. (f)Bidacceptanceandevaluation.Bidsshallbeunconditionallyacceptedwithout alterationor correction,exceptasauthorizedinthisCode.Bidsshallbe evaluatedbasedonthe requirements setforthintheInvitationforBids,which mayincludecriteriatodetermineacceptabilitysuchasinspection,quality, workmanship,deliveryandsuitabilityforaparticularpurpose.Thosecriteria that will affect Bidpriceandbe considered in evaluation forawardshallbe objectivelymeasurable,suchasdiscounts,transportationcosts,andtotalorlife cycle costs.The Invitation forBidsshallsetforththe evaluation criteria tobe used.No criteria maybeusedinBid evaluations that are not setforthinthe Invitation for Bids. (g)Cancellation of Bids. 1.Cancellation orPostponement of BidOpening.Any timepriortothe Bid opening dateandtime,theProcurementand Supply Management Department maycancelorpostponetheBid opening orcancelthe Invitation forBidinitsentirety. 2.RejectionAfterBid Opening.AfterBidsareopen,anyorallBids mayberejectedbytheCityManagerand/orCityCommissionwithor without cause. (h)Withdrawal of Bids. (1)BidAmendmentsPriortoOpening.AnyBiddermayvoluntarily withdraworamendabidatanytimepriortoBidopeningby providingwrittennoticetotheChiefProcurementOfficerthatabid should not be considered or that a Bid should be amended. Amendments shouldbeforwardedtothe Procurement and Supply ManagementDepartment,inthesamemannerastheoriginalBid. (2)BidAmendmentsAfterOpening.AfterBidopening,Biddersshallnot be allowed towithdrawaBidinlessthanninety(90)days,oraspecific timeperiodstatedintheInvitationforBidwiththefollowingexceptions: a.Non-Judgmental Mistake.The Bidder is alleging anon- judgmental mistake of factwhichreasonablycanbeprovenby submission of backup documentation of evidentiaryvalueclearly showing thatthemistake is clericaland non-judgmental,butthe Page23 of 61 evidenceisnotclearenoughforcorrection of unitpricesasprovided inSection 2-419.2.(b). b.PrimaFacieEvidence of Mistake.TheBidissooutrageousasto be prima facieevidence of aBidmistake,but amistakethat cannot becorrectedofmathematicalcomputation. c.Unilateral Withdrawal of aBid.Any Bidder who unilaterally withdrawsaBidwithoutpermissionbeforeninety(90)dayshave elapsedfromthedate of Bidopeningoratimespecifiedinthe Invitation forBidsmaybedebarredinaccordancewiththe applicable provisions of thisCode.The Chief Procurement Officer may waive this debarment forcause. (i)Determination of ResponsivenessandResponsibility.Thedetermination of a Non-ResponsiveorNon-ResponsibleBidderandthepermittingofwithdrawals or corrections of Bids,in accordance with the directives of thisCode,shall be thedutyand responsibility of theChief Procurement Officer after consultation withtheCityAttorney.TheChiefProcurementOfficershallonly recommend awardorcauseawardtobemadetoLowestResponsiveandResponsibleBidder .of thebestevaluatedBid.All determination of Responsiveness,Responsibility or allowance fora change of non-material errorsin,or withdrawal o£aBid shall bemadein writing and contained intheBidfile. (j)Award.TheBidshallbeawardedwithreasonablepromptnessbywritten noticetotheLowestResponsiveandResponsibleBidder,whoseBidmeetsthe requirementsandcriteriasetforthintheInvitationforBids.Forany Procurement,including Contracts,aBidtobe awarded which doesnot exceed $100,000onasinglepurchaseorperannumshallbeawardedbytheCity Manager only upon certification of theresults of the evaluation andthe Bid tabulationbytheChiefProcurementOfficerasbeingincompliance withcompetitivesealedbidding methods,exceptasotherwiseprovidedinthis Code.Copies of theCity Manager awardshallbe delivered tothe affecteddepartment directors.Inall instances,theCityManagerretainsthe discretiontopresentthe recommendation anddecisiontotheCityCommission for final determination. AllBidawardsinexcess of $100,000mustbeapprovedbytheCityCommission uponrecommendationbytheCityManager.Thedecision of theCity Commission shall be final.Threshold amounts referenced herein shall include thevaluesassociatedwithpotentialoptions of renewal.Awardsmadebythe ChiefProcurementOfficer,CityManagerorbytheCityCommissionshall includeauthorityforsubsequent options of renewal,if any.Theaforementioned options of renewalshallbeexercisableattheoption of the Chief Procurement Officerif,afterreviewofpastperformanceundertheContract,theChief Procurement Officer determines,in his/her sole discretion that exercise of the Page24 of 61 optionrenewalisintheBestInterest of theCity. TheChiefProcurement Officer,theCityManagerortheCityCommission shall havetheauthoritytorejectanyorallBidsorportions of Bids,ortonegotiate withthelowestBidderforbetterpricing. IntheeventonlyoneBidisreceived,theCitymayawardtothesolebidder, negotiateforbetterpricingormayre-bid,whicheverisintheBestInterest of the City. The Chief ProcurementOfficershallsubmittotheCityManageronaquarterly basisalist of procurementsorContractsawardedbytheChiefProcurement Officer. TheCityManagershallsubmittotheCityCommissiononaquarterlybasisalist of procurements orContractsawarded by the Chief Procurement Officer andthe City Manager. (1)TieBids.If twoormorebiddersaretied,thetiemaybebrokenandthe successfulBidderselectedbythefollowingcriteriapresentedinorderof importance and consideration. a.Quality of thegoodorserviceBid,if suchqualityis ascertainable. b.DeliverytimeifprovidedintheBidbytheBidders. c.PreferencetoBidderswithdrug-freeworkplaceprogramsasdefinedin Section 287.087,Florida Statutes,as amended. d.Location fromthe furthest Bidder,when Bidders'businesses location areoutsidethecorporatelimits oftheCity of CoralGablesandMiami-Dade County. e.Location of theBidderwithintheCity of CoralGables,first,andthen Miami-DadeCounty,second,if otherBidder(s)locationareoutsidethe corporatelimits of theCityofCoralGablesandMiami-DadeCounty.In caseswhereatieexistbetweenaBidderlocatedwithintheCity of Coral GablesandtheotherBidderlocatedwithin Miami-Dade County,the Bidder located withintheCity of CoralGablesprevails. (2)AuthoritytoAwardtoSecondLowResponsiveandResponsible Bidder After Rescission of Contract.Ifwithinninety(90)daysafterBidsareopened,or anyperiodBidsare required toremainfirmasprescribedintheInvitationfor Bid,theContract of theLowestResponsiveandResponsibleBidderis rescinded,theCitymayelecttoawardthecontracttothe next Lowest ResponsiveandResponsibleBidder.Aftertheninety(90)dayperiodor Page25 of 61 alternateperiodprescribedinthe Invitation toBid,theCitymayawardtothe nextLowestResponsiveand Responsible Bidderprovided: a.A determination ismadethatitisintheBestInterestoftheCitytoaward basedonthe present Bidsratherthanre-bid,and b.ThenextLowest Responsive and Responsible Bidder agrees,in writing,to theextensionoftheBidpriceforthe additional periodoftime. TheCityManagerhastheauthoritytorescindaContractandawardtothe next Lowest Responsive andResponsible Bidder ona Contract whichdoes notexceed$100,000onasinglepurchaseorperannum. TheCityCommissionhasthesoleauthoritytorescindanannualormulti-year contractexceeding$100,000andawardtothenextLowestResponsiveand ResponsibleBidderupon recommendation bytheCity Manager. (3)ContractExtension.AllInvitationforBidsforOpen-Endcontractsshall, whenpractical,provideforanextension of theContractforaperiodoftime perioduptotheamountoftheoriginaltimeperiod,uponmutualagreement betweentheCityandtheContractualpartyandwrittenanalysisbytheChief ProcurementOfficerthatrenewalisintheBestInterest of theCity. (4)Price Adjustment.Contractmaybe awarded withprovisionsforupwardand downwardpriceadjustmentsprovidedthisallowanceispart of theoriginalBid solicitationandtheadjustmentsarebasedonanationallyrecognizedor publishedindexorothercriteriaacceptabletothe Chief ProcurementOfficer. (5)CancellationofSolicitation.Arequestforsolicitationsmaybecanceled andanyorallresponsestosolicitationsmayberejectedinwholeorinpart whenitisintheBestInterest of theCity.Thereasonsthereforeshallbemade part of thePurchasing file.Aftersolicitationsareopened,suchrejectionshall bemadebythe Chief Procurement Officer. Sec.2-420 Multi-Step Sealed Bidding. Whenitisconsideredimpracticaltoinitiallypreparespecificationstosupportan awardbasedonprice,anInvitationforBidsmaybe issued requestingsubmission of unpricedofferstobefollowedbyanInvitationforBidslimitedtothose Bidderswhoseoffershavebeenqualifiedunderthecriteriasetforthinthefirst solicitation. Sec.2-421 Competitive Negotiations/Competitive Sealed Proposals. (a)ConditionsforUse.CompetitiveNegotiations/CompetitiveSealedProposals shallbeusedinthosecircumstancesinwhichitisneitherpracticablenor Page26 of 61 advantageoustoprocureanyspecificgoodorservicebycompetitive sealed bidding,the Chief Procurement Officermaydeterminetoconsiderarange of competingplans,specifications,standards,termsand conditions sothat adequatecompetitionwillresultandawardbemadetotheProposeror RespondentwhoseProposalcontainsthemostadvantageouscombinationof solution,experience,quality,orotherfeaturesin addition toprice.All ContractsshallbeapprovedbytheCityAttorneyandexecutedbytheCity Manager. (b)A Contract maybeenteredintobyuse of the Competitive Negotiation/ CompetitiveSealedProposalmethodswhen: (1)The Chief ProcurementOfficerdeterminesthatthecomplexspecialized natureortechnicaldetails of aparticular procurement maketheuse of Competitive SealedBiddingeither not practicable orreasonable,ornot advantageous totheCity;or (2)Technology,electronic,software,andsystemapplicationsareavailable froma limited number of sources;or (3)Qualifications andthequality of the service tobe delivered canbe considered more important thanprice. (c)CompetitiveNegotiations/CompetitiveSealedProposalsshallbeusedinthe Procurement of ProfessionalServicesexceptfor: (1)Professional Servicesasdefinedin Florida Statute Section 287.055,as amended from time to time. (2)Legalservices. (3)Services related tothecultural,educational,recreational orparkactivities providedby nonprofit organizations withincityparks.Theseservices maybeawardedwithoutcompetitivenegotiations if theCityManager makesawrittenfinding,supportedbyreason,totheCityCommissionthat CompetitiveNegotiationmethodsarenotpracticableoradvantageous. Such findingsmustberatifiedandthe award approved bytheCity Commissionafteraproperlyadvertisedpublichearing. (4)Maintenanceagreementtosupportproprietarysoftwareapplications. (d)Competitive NegotiationsMethod. Where the Contract does not exceed $50,000,atleast three (3)written ProposalsshallbesolicitedandthecityshallenterintoCompetitive Negotiations todeterminewhichProposalisMostAdvantageoustothecity. The written Proposals received andthe results of the evaluation shallbe Page27 of 61 maintainedasapublicrecordbytheProcurementandSupplyManagement Department.TheContractmaybeawardedbythe Chief Procurement Officer.The Chief ProcurementOfficershallsubmittotheCityManagerona monthly basisalist of contractsawardedbythe Chief Procurement Officer. AllContractsshallbeexecutedbytheCityManagerafterreviewand approvalbytheCityAttorney. (e)CompetitiveSealedProposalmethod. WheretheContractexceeds$50,000,theCitymayutilizethefollowing CompetitiveSealedProposalmethod: (1)RequestforProposalsorRequestforLetters of InterestorRequestfor Qualificationssettingforththetermsandconditions of theProfessional Servicessolicited;includingbutnotlimitedto,scope/statementofwork andevaluationfactors,shallbe issued.RequestforProposalsorRequest forLetters of InterestorRequestforQualificationsmaybecorrected, withdrawn,and canceled inthesamemannerprescribedinSection 2.419.(g). (2)PublicNotice.AdequatePublicNoticeshallbeprovidedpursuantto Section 2-419.(c). (3)Pre-proposalConference.Pre-proposalConferencemaybeheldforthe reasonand manner describedinSection2-419.(d). a.Receipt of CompetitiveSealedProposals(ClosingDeadline). Competitive SealedProposalsmustbesubmittedsealedandclearly marked withtheRFPorRFQor RFLI number and titletothe DepartmentofProcurementandSupplyManagementnolaterthan theclosingdateandtimespecifiedforsubmissionintheRequest forProposalsorRequestforLetters of Interest orRequestfor Qualifications. The Chief ProcurementOfficerorDesigneeshallberequiredinthe presence of oneor more witnesses atthedateandtime stated in the PublicNoticeinthe Competitive SealedProposals.Onlythename of eachproposershallberecordedwitheachproposalremaining closed;therecordandeachproposalshallbeopentopublic inspectionwithinthetimeframespecifiedintheFloridastatutes, PublicRecordsAct,Chapter 119.CompetitiveSealedProposals received afterclosingdateandtime shallbereturnedtothe Proposer. b.Evaluation Factors.TheChief Procurement Officer shall appoint anevaluationcommitteeandmaystatethe committee membersin the Competitive Sealed Proposals.TheChiefProcurementOfficer Page28 of 61 shall serveasChairandshallserveasa non-voting member of the committee.TheCompetitiveSealedProposalsshallstatethe relativeimportanceofallevaluationfactors,whichmayinclude price,inanexactnumericalvalue,statingthenumber of points each evaluation factormay receive.Proposersmaybeinvitedto makeoralpresentationsregardingproposals.Onlycriteriaor factorsdisclosedontheCompetitiveSealedProposalsmaybeused toevaluatethegoodsorservicesproposed.Therecommendation of theevaluationcommitteeshallbesubmittedtotheCity Manager. IntheeventonlyoneProposalisreceived,theevaluation committeemayproceedwiththeevaluation,orrequesttheChief Procurement Officertorejectall Proposals,whicheverisinthe Best Interests of theCity. (4)Options:Afterreviewingtheevaluation committee's recommendation, the Chief Procurement Officermay: (i)approvetherecommendation of the evaluation committee,written noticeofwhichshallbeprovidedtoallProposers,andtheCity Managershallsubmithisorher recommendation totheCity Commission; (ii)rejecttheevaluationcommittee'srecommendationandinstruct the evaluation committee to re-evaluate and make further recommendations; (iii)rejectallProposals;or (iv)recommendtotheCityManagerthattheCityCommissionreject allProposals. (5)Award.AwardshallbemadetotheResponsiveandResponsible ProposerwhoseProposalismostadvantageoustotheCity as determinedbytheCityCommissioninaccordancewiththeevaluation criteriacontainedintheRFP,RFQ,or RFLI. a.AfterreviewingtheCityManager'srecommendation,theCity Commission may: (i)approvetheCity Manager's recommendation andauthorize Contract negotiations; (ii)rejectallProposals; Page 29 of 61 (iii)rejectallProposalsandinstructtheCityManagertoreissuea solicitation;or (iv)reject allProposalsandinstructtheCityManagertoenterinto competitive negotiationswithatleast three (3)individuals or firmspossessingtheabilitytoperformsuchservicesandobtain informationfromsaidindividualsorfirmsrelatingtoexperience, qualifications andthe proposed costorfeeforsaidservices,and make a recommendation totheCity Commission. The decision of theCity Commission shall befinal.Written noticeoftheawardshallbegiventothesuccessfulProposer. Any perannumor multi-year Contract not exceeding $100,000 shallbeawardedbytheCityManageruponrecommendationby the Chief Procurement Officer. Anyperannumormulti-yearContract exceeding $100,000 shall beawardedbytheCityCommissionuponrecommendationby theCityManager. Threshold amounts referenced herein shall include the values associated withpotentialoptions of renewal.Awards made by the Chief ProcurementOfficer,City Manager orbytheCity Commissionshallincludeauthorityforallsubsequentoptions of renewal,if any.Theaforementionedoptions of renewalshallbe exercisableattheoptionofthe Chief ProcurementOfficerif, afterreviewofpastperformanceundertheContract,itis determined in the sole discretion of the CPO that exercise of the optionisintheBestInterest of theCity. Sec.2-422 Small Purchases (Informal Bids). (a)ConditionsforUse.Allpurchasesofgoodsandservices,theestimatedcost of which doesnotexceed$25,000maybemadeusingthesimplifiedsmall-purchaseprocedures prescribed inthe Procurement Manual. (b)Circumvention of Procurement Requirements.Procurement requirementsshallnotbe artificiallydividedsoastopermituseofsmallpurchaseproceduresdescribedinthis sectioninsteadofthemethodsotherwise applicable.Smallpurchasesmaybemadeby the Procurement andSupply Management Department ordelegatedto department(s). Sec.2-423 Sole Source Procurement (a)ConditionsforUse.SinceitisnotpracticablefortheCitytousecompetitive biddingmethodstosecuregoodsor services,ifthereis only onereasonablesource Page 30 of 61 of supply,Sole-Source awards maybemadeasanexceptiontotheothermethods prescribedinthissectionunderthefollowingcircumstances: (1)Equipmentforwhichthereisno comparable competitiveproduct;aoneof akindequipmentthatis available fromonlyonesupplier; (2)A component or replacement partforwhichthereisno commercially available substitute; (3)Publicutilityservicesfromnaturalorregulatedmonopolies; (4)Distributororservice provider hascontractualrightstogeographical, regional or territorial location; Sole-Sourceawardswillbemadeonacasebycasebasisandmayincludeother circumstances not referred to the above. (b)Classification of SoleSource.Therearetwotypes of SoleSourceassertions: (1)Sole Source-whenthereisonlyoneknown vendor ortheonly reasonable vendor capable of providingaserviceor commodity totheCityisasole source;and, (2)SoleBrand-whenonlyoneknownreasonablebrandcapableoffulfilling the needs of the City isasole brand. (c)Determination,Approval,andAward.The determination thatanawardshall be made ona Sole Source basisshallbe made bythe Chief Procurement Officer.Such determination shallbemadeinwritingandprovide complete justification forthistobetheonlyproductorservicethatcanmeetthe needs of theCity,whynoothervendors of goodsorservicescouldbeobtained tomeetthe City's requirements,whythepriceisreasonable,anddescriptionon theeffortsmadeonthe noncompetitive negotiationtoobtainthe best possible price.Thedeterminationshallalsocertifythatthetermsandconditions, includingprice,asmaybeofferedtoothercustomersorclientsby the Proposed ContractualParty.Forall Contracts inexcess of $50,000,suchdetermination shallbesubmittedtotheCityManagerwhomaywaive Competitive*Sealed Biddingafterdeliveringa written finding,supportedbyreasons(bythe document submittedbyusing department),thatonlyone reasonable sourceor brandexists.SuchfindingmustberatifiedandtheawardapprovedbytheCity Commissionafteraproperlyadvertisedpublichearing. (d)PublicNoticeand Disclosure.NoticethattheCityintendstoawardaSole SourceContractexceeding $50,000 shallbepostedatCityHallandonan electronic billboard,broadcast,ormessage(i.e.website,internet),oranyother meansofadvertising requirements knowntoalargenumber of potential Page31 of 61 vendors,withinareasonabletimepriorto award;butinanyeventatleastten (10)calendardaysshallintervenebetweenpostingoranyothertypeofnotice andthedateofawardbytheCityCommission.Suchnoticesshallstatethe intentiontoawardaSoleSource Contract,thenatureofthegoodsorservicesto beacquired,thename of theproposedContractualParty,andthenameand telephonenumber of theChiefProcurementOfficerwhomaybecontactedby otherpotentialsourceswhomaybeabletosatisfytheCity's requirements.A record of suchnoticesandresponsestheretoshallbe maintained inthe Contract filealongwiththewritten determination required above,and compilation of all SoleSourceawardsshallbemaintainedbythe Chief ProcurementOfficer.The following information shallbeprovidedtotheProcurement Department bythe requestingdepartment,priortoanawardofasole source contract: (1)ThenameoftheSoleSourceContractualParty; (2)Thenature of thegoodsorservices procured; (3)Acertifiedstatement ascertaining thefactsandreasonsnoothervendoror offerorcould satisfy Cityrequirements (4)Theamountandtype of Contract;and (5)The identification number foreach Contract file. Sec.2-424 Emergency Procurement The following procedures shall govern the emergency procurement of goodsand services.NaturaldisastersandothergovernmentdeclaredEmergenciesare governedby federal,stateandcountylaws,aswellastheCity'sCharterand emergencyproceduresandresolutions,whichareexemptfromtheProvisions contained herein. (a)ConditionforUse.AnEmergencyProcurementisanunforeseenor unanticipatedurgentandimmediateneedforgoodsorserviceswherethe protectionoflife,health,safetyorwelfareofthecommunityorthepreservation ofpublic properties wouldnotbepossibleusingnormalpurchasing procedures; thusnotadvantageousorpracticablefortheCitytousecompetitivebiddingor Proposalmethod.SuchEmergency Procurements shallneverthelessbemade withsuch competition asmaybe practicable underthe circumstances. (b)Determinationandapproval of EmergencyProcurementnotexceeding$50,000. Inseekingawaiverof competitive bidding methods forEmergency Procurementsthatdonotexceed$50,000,thehead of theusing department or officeshallsubmittotheChiefProcurementOfficeinwritingafullexplanation ofthecircumstances of the emergency,andthe life,health,safetyorwelfareof thecommunityorpublicpropertiesthatwasjeopardized,thereasonwhythe Page32 of 61 needswerenotorcouldnotbeanticipatedinorderthatthegoodorservicecould havebeenpurchasedthroughanormalcompetitiveprocess,thereasonfor selection of afirm,alongwithalist of otherswhichmayhavebeensolicited, with anapprovedrequisitionby the Director of the requesting department..The Chief ProcurementOfficershallreview,recommendand present theabove information totheCityManagerwhoshallmakethedeterminationwhether suchemergencyexists. (c)Determinationand approval ofEmergencyProcurementexceeding$50,000.In seeking awaiver of competitivesealed bidding methodsfor Emergency Procurements exceeding$50,000,theaffecteddepartmentorofficeshallsubmit tothe Chief ProcurementOfficerandthe City Managerinwritingafull explanation of thecircumstances of theemergency,aswellasthelife,health, safety orwelfareconcerns of thecommunityorpublic properties thatareor were jeopardized,thereasonwhytheneedswerenotorcouldnotbeanticipated in order thatthegoodsorservicescouldhavebeen purchased through anormal competitive process,thereasonforselection of afirm,alongwithalist of others which may have been solicited,and certification of fund availability fromthe FinanceDirector.TheCityManagershallthenwaivecompetitivesealed bidding requirements aftermakingawrittenfinding,supported byreasonsthat an emergency exists.If approved by theCityManager,a requisition shallbe submitted totheProcurementandSupply Management Department.Such findingsshallbe presented for ratification bytheCity Commission atthe next availableCityCommissionmeeting. AllemergencyawardsshallbefiledandmaintainedbytheProcurementan Supply Management Departmentasapermanentandpublicrecord of the purchase. Sec.2-425 Bid Waiver Procurement. (a)Conditions forUse.ABidWaiver Procurement isaprocess,whereby agoodor servicemaybeprocuredwithoutaformalCompetitiveBiddingProcessbecause of a uniquesituationorcircumstanceorwhenitisdeterminedtobeintheBestInterestof theCity. (b)Determination andApproval.Thedetermination of aBid Waiver Procurement shallbemadebytheCity Manager.Suchdeterminationshallbemadeinwritingand providecompletejustificationastowhyaBidWaiverisrequired,whynoother sources of goodsorservicescouldbeobtainedtomeettheCity'srequirements,why thepriceisreasonable,anddescriptionontheeffortsmadeonthenoncompetitive negotiationtoobtainthebestpossibleprice.Thedeterminationshallalsocertifythat thetermsandconditions,includingprice,asmaybeofferedto other customersor clients by theproposedContractualParty.SuchfindingmustbeapprovedbytheCity Commissionaftera properly advertisedpublichearing.IncasesofaSoleSource Page33 of 61 ProcurementandanEmergencyProcurement,refertoSection2-423.(c)and Section2-424.(b)and 2-424.(c) PART B-CANCELLATION OF COMPETITIVE SEALED BIDS OR PROPOSALS Sec.2-426 Cancellations. TheCityshallreservethe right tocancelor reject inwholeorinpart of any CompetitiveSealedBidsorProposals,whenitisintheBestInterestsoftheCity. Intheeventofsuchcancellationor rejection,theChiefProcurementOfficerin conjunctionwiththeuserdepartmentshallpromptlynotifyallaffectedBiddersor proposersandmakeavailableacopyofthewrittenexplanationforsuchcancellation or rejection,whichshallbeapublicrecord. PART C-QUALIFICATIONS AND DUTIES OF CONTRACTUAL PARTIES Sec.2-427 Determination of responsibility. (a)PriortoContractaward,theChiefProcurementOfficerorindividualpurchasing agentshalldetermineinwritingthatthe Bidder or Offeror is responsible. (b)If a prospective Contractual Partywhowouldotherwisehavebeen awarded a Contractisfoundnon-responsible,acopyofthedeterminationandthereasons, therefore,shallbesentpromptlytosuchparty,whichshallbegivena reasonableopportunityforrebuttalpriortoafinaldetermination of non- responsibility. (c)Factorstobeconsideredindeterminingresponsibility of prospectiveContractual Parties shall include but not limited to: (1)Availability of appropriatefinancial,material,equipment,facility,and personnelresourcesandexpertise,ortheabilitytoobtainandmeetall contractual requirements; (2)Asatisfactoryrecord ofperformance; (3)A satisfactory record of integrity; (4)Qualifiedlegal standing toContractwiththeCity;and (5)Complianceinsupplyingallrequestedinformationconnectedwiththe inquiryconcerningresponsibility; (6)Debarmentorremovalfromconductingbusinesswithanother governmental entity; Page 34 of 61 (7)A declaration orcourtorderthatContractualPartyhas breached orfailedto perform acontract. (d)The prospective Contractual Party shallprovideany information requestedby theChiefProcurementOfficerorpurchasingagentconcerningresponsibility withina reasonable timeperiodaftertheSolicitation submittal deadline.If such ContractualPartyfailstoprovidetherequestedinformation,thedetermination ofresponsibilitymaybemadeuponavailableinformationortheprospective ContractualPartymaybefoundnon-responsible.TheprospectiveContractual Partymay demonstrate theavailabilityofnecessaryfinancial,equipment, facility,andpersonnelresourcesbysubmitting: (1)EvidencethattheContractualPartypossessessuch necessary resources; (2)Acceptable planstosubcontractforsuch necessary resources;or (3)Adocumentedcommitmentfor,orexplicitarrangementwith,satisfactory sourcesto provide suchnecessaryresources. (4)Additional orcorrectiveinformationconcerningtheir responsibility asa vendor. Notwithstandingthe foregoing,theChiefProcurementOfficercannotconsider additionalorsupplementalinformationprovidedbyaBidder,Proposer,Offeror, orRespondentwhichamends,alters,explains,variesorcontradictsunequivocal statements orfalseor misleading statements byBidder,Proposer,Offeror,or Respondenttorenderits Solicitation responsible.The Chief ProcurmentOfficer shallconsiderthisandotherinformationgainedpriortothetimeoftheawardor rejection inmakingtheir determinations ofawardand/or recommendations tothe City Manager concerning awardbytheCityCommission. Sec.2-428 Pre-qualifications. Prospective Contractual Parties maybe pre-qualified aspart of theprocessfor particulartypes of goodsand services.Such pre-qualifications,however,donot necessarilyconstituteafinding of responsibilityforanyparticularContractaward nor doesit guarantee anamounttobeawarded. Sec.2-429 Substantiation of Offered Prices. TheChiefProcurementOfficermayrequest factual information reasonably availabletotheBidder,Proposer,Offeror,or Respondent tosubstantiatethatthe priceorcostoffered,orsomeportionofit,is reasonable,if: Page35 of 61 (a)the price isnot: (1)basedonadequatepricecompetition; (2)basedonestablishedcatalogueormarketprice;or (3)setbylaworregulationanamountestablishedintheregulations. PART D-TYPES OF CONTRACTS Sec.2-430 Types of Contracts. Subjecttothelimitations of thissection,anytype of Contractwhichwill promote the Best Interests of theCitymaybeused,exceptthattheuse of acost-plus-a- percentage-of-cost isprohibited. (a)Firm Fixed-Price Contracts.Providesafirmpricethatisnot subject to adjustmentonthebasisoftheContractor'sexperiencein performing the Contract.ThisContractplacesuponthe Contractor maximum risk andfull responsibilityforall costs andresultingprofitorloss.Itprovidesmaximum incentivefortheContractortocontrolcostsandperformeffectivelyand imposesaminimum administrative burdenupontheContractingParties. (b)Fixed-Price with Price AdjustmentsContracts.Includesthe following variations: (1)Fixed-Price Incentive.Providesforadjustingprofitandthe finalcontractprice by aformula based ontherelationshipoffinal negotiated costtotargetcostwhichisintendedtoencouragethe Contractortoeffectivelymanagecontractcoststothemutualbenefit of both parties totheContract. (2)Fixed-Price,Level-of-Effort.Provides afixed dollar amount fora specifiedlevelofeffortforaspecificperiod of timeforworkwhich canbedescribedonlyingeneralterms,usuallysuitableforresearch anddevelopment(R&D).Paymentisbasedonthelevelofeffort expended ratherthantheresultsachieved. (3)Fixed-Price with Economic Price Adjustments.Afixed-pricecontract witheconomicpriceadjustmentprovidesforupwardanddownward revisionofthestatedContractpriceupontheoccurrence of specified contingencies.Economic priceadjustmentsare of threegeneraltypes: (a)Adjustmentbasedon established prices.Theseprice adjustments arebasedonincreasesordecreasesfromanagreed-uponlevelin Page36 of 61 publishedcatalog,pricesheet,industry marketpriceorotherwise establishedpricesofContractspecifieditems. (b)Adjustments basedonactualcostsoflaboror material.Theseprice adjustmentsarebasedonincreasesordecreasesinspecifiedcosts of laborormaterialthattheContractoractuallyexperienceduring Contract performance. (c)Adjustments basedoncostindexesoflaboror material.Theseprice adjustments arebasedonincreases or decreasesin labor or materialcoststandardsorindexesthatarespecificallyidentifiedin the Contract. (4)Fixed-PricePriceRe-determination.Afirmfixedpriceforaninitial period of Contract deliveriesor performance;and prospective re determination,at a statedtimeortimes during performance,of the priceforsubsequentperiods ofperformance. (c)Cost-Reimbursement Contracts.Cost reimbursement Contracts referstoa family of pricing arrangementsorContracttypesthat provide for payment of allowable,allocableandreasonablecosts incurred inthe performance of a contractto the extentsuchcostsare prescribed or permitted bytheContract. These Contracts establish anestimate of total cost for obligating fundsand establishingaceiling that thesupplier may not exceed withoutapproval. Thesetypes of Contractsaresuitableonlywhenperformanceuncertaintiesdo notpermitaccuratecostestimatesrequiredbyfixed-price Contracts.Typesof cost re-imbursement Contracts include: (1)Cost-SharingContracts.Providesthatcosts ofperformingtheContract will be shared between the Contractual Parties to the Contract on agreed-upon portionof allowable costs.Nofeeispaidtothe Contractor.Generally used when the Contractor may expect substantialcompensatingbenefits. (2)Cost-Plus-Fixed-Fee Contracts.Providesforpaymenttothe Contractorofa negotiated feethatisfixedattheinception of the Contract.Thefixedfeedoesnotvarywithactualcost,butmaybe adjustableasresultofchangesintheworktobeperformedunderthe Contract (3)Cost-Plus-Award-Fee Contracts.Providesforafeeconsistingofa baseamount(whichmaybezero)fixedatinception of theContract andawardamount,baseduponjudgmentalevaluationbytheCity, sufficienttoprovide motivation forexcellenceinContract performance. Page37 of 61 (4)Cost-PiusIncentive-FeeContracts.Takesplaceintheformofaprofit orfee adjustment formula andare intended to motivate the Contractor toeffectivelymanagecosts.NoincentiveContract may providefor otherincentiveswithoutalsoprovidingacostincentive(orconstraint). (5)PerformanceBasedContracts.Performanceincentivesmaybe consideredinconnectionwithspecificproductcharacteristicsorother specificelements of the Contractors'performance.These incentives shouldbedesignedtorelateprofitorfeetoresults achieved bythe Contractor,compared with specific targets.Delivery incentives should beconsideredwhenimprovementfromarequireddeliveryscheduleis a significant Cityobj ective. (d)Indefinite-Delivery Contracts.TheseareContractswhichdonotprocureor specifyafirm quantity of goodsorservices(otherthana minimum or maximum quantity)andthatprovidesfortheissuance of PurchaseOrdersforthe delivery of suppliesor performance of tasksduringtheContractperiod.Thereare three types of indefinite-delivery contracts: (1)Definite-Quantity Contracts.Providesfor delivery of specific goodsor servicesforafixedperiod,withdeliveriesorperformancetobe scheduledatdesignatedlocationsuponorder. (2)Indefinite-Quantity Contracts.Providesforan indefinite quantity, withinstatedlimits,of goodsorservicesduringafixedperiod.The CityissuesPurchaseOrdersforindividualrequirements. (3)RequirementsContracts.Providesforfillingallactualpurchase requirements of designatedCityactivitiesforgoodsorservicesduring aspecificContractperiod,withdeliveriesorperformancetobe scheduled byplacingorderswiththeContractor. (e)Time-and-Materials Contracts.Provideforacquiringgoodsorservicesonthe basis of: (1)Directlaborhoursatspecifiedfixedhourlyratesthatincludewages,overhead, generalandadministrativeexpenses,andprofit;and (2)Materialsatcost,including,if appropriate,materialhandlingcostsaspart of material costs. (f)Labor-Hour Contracts.This Contract isa variation of the time-and-materials Contract,differingonlyinthatmaterialsarenotsuppliedbytheContractor. (g)ProfessionalService Agreements.Thistype of agreementorContractareusedto Page38 of 61 Contract for professional servicessuchas consultants,auditors,insurance providers,financial advisors,etc.afterbeingselected through anRFP,RFQ,or RFLI process. Sec.2-431 Multi-Year Contracts. (a)SpecifiedPeriod.Exceptforandinaccordancewithotherprovisionsofthis codeandunlessotherwiseprovidedbylaw,aContractforgoodsorservices may be entered for aperiod of timedeemedtobeinthe Best Interest of the City,provided thattheterm of theContractandconditionsforrenewalor extension,if any,areincludedintheSolicitation,andprovidedthatfundsare availableforthefirstfiscalyearatthetimeofContractaward.Innoeventshall acontractexceedten(10)years.Allcontractsmustcomplywiththeprovisions of Section2-415.1herein.Paymentandperformanceobligationsforsucceeding fiscalperiodsshallbesubjecttotheavailabilityandappropriationoffunds therefore and shallbesostipulatedintheContract. (b)Use.A multi-year contractisauthorizedwhere: (1)estimatedrequirementscovertheperiodofthecontractandarereasonably firmandcontinuing;and (2)suchaContractwillservetheBestInterests of Citybyencouraging effectivecompetitionorotherwisepromotingeconomiesintheCity procurement. PART E-INSPECTION OF FACILITY AND AUDIT OF RECORDS Sec.2-432 Approval of Accounting System. (a)RegulationsshallbeissuedrequiringthatContractorssubmitappropriate documentation prior toaward of Contracts confirming that: (1)theproposedContractor'saccountingsystemwillpermittimely development ofallnecessarycostdataintheformrequiredby thespecificcontracttypecontemplated;and (2)theproposedContractor'saccountingsystemisadequateto allocatecostsinaccordancewithgeneralacceptedaccounting principles. Sec.2-433 Right to Conduct Inspections and Audits. TheCitymay,atreasonabletimes,inspectthatpartofanyContractual Party's facilityorplaceofbusinessorany subcontractor andauditthosebooksand records whicharerelatedtotheperformanceofanyContractawardedortobeawardedby the City.Circumstances warranting such inspections andauditsshallinclude,but Page39 of 61 notbelimitedto,concernastowhetherstandards of responsibilityspecifiedin section2-427havebeen,arebeing,orarecapable of beingmet,andconcernasto whethertheContractis being performedinaccordancewithitstermandconditions. (a)AuditofCostorPricingData.TheCitymay,atreasonabletimesandplaces, auditthebooksandrecords of anypersonwhohassubmitteddatain substantiation of offered pricespursuanttoSection2-429totheextentthatsuch booksandrecordsrelatetothatdata.AnypersonwhoreceivesaContract, ChangeOrder,orcontractmodificationforwhichdataisrequired,shallmaintain such books and records thatrelatetosuchcostor pricing datafora period of three(3)yearsfromthedate of finalpaymentundertheContract,unlessa shorter periodis otherwise authorizedinwriting. (b)Contract Audit.The City shallbeentitledtoauditthebooksandrecords of a Contractor oranysubcontractorunderany negotiated Contractor subcontract otherthanfirmfixed-priceContracttotheextent that suchbooksandrecords relate tothe performance of suchContractor subcontract Such books and recordsshallbemaintainedbytheContractorforaperiodofthree(3)yearsfrom thedate of final payment undertheprimeContract,andbythe subcontractor for a period of three(3)yearsfromthedate of final payment underthesubcontract, unlessashorterperiodofisotherwiseauthorizedinwritingbytheCity Manager. (c)Inspections.SolicitationsandContractualprovisionsshallprovidethatthecity mayinspectgoodsor services atthe facilities of theContractualPartyand perform teststodeterminewhethertheprovisionsconformtotheSolicitation requirements contained therein,orafteraward,totheterms and conditions of theContract.Suchinspectionandtestsshallbeperformedinaccordancewith the terms and conditions of the Solicitation and Contract. (d)Proceduresfortestsandinspections. (1)TheChiefProcurementOfficermayspecifygeneral operational procedures governingthetestand inspection ofallgoodsorservicesbeingperformed underCityContractbyCity departments,officesandindividualpurchasing agents. (2)The user/receiving department shallinspectorsupervisetheinspectionof alldeliveries of goodsandservicestodetermineconformancewiththe termsandconditionsuponwhichtheorderorContractwasbased.Any purchasingagentor department maybeauthorizedbythehead of theuseror receivingdepartmenttoinspect deliveries orcontract performance inthe manner stipulatedwiththeapproval of theCityManager. (3)TheChiefProcurementOfficermayprescribechemical,physicalandother Page40 of 61 performancetestsforgoodsorservices,includingsamplessubmittedwith Solicitationsandsamplesofdeliveriesand performance todetermine qualityand conformance withthetermsand conditions of the Solicitation or Contract.Inthe performance of suchtestsor inspections,theChief ProcurementOfficershallhavetheauthoritytomakeuse of anylaboratory facilitiesorspecialexpertise available toevaluate performance. (e)Conductofaudit,testsand inspections.Wheneverpossible,audits,testsand inspections shallbe performed inordernottoundulyor inconvenience the ContractualParties.ContractualPartiesshallmakeavailableatnochargetothe Cityall reasonable facilitiesand assistance,in order to facilitate the performanceofaudits,testsandinspectionsbyCityrepresentative. PART F-DETERMINATIONS AND REPORTS Sec.2-434 Finality of Determinations. The determinations requiredbySection2-419.(g),Competitive Sealed Bidding, Correction,Cancellation,orWithdrawalofBids;Section2-421.(a),Competitive Negotiations/Competitive SealedProposals,ConditionsforUse;Section 2-421.(5), CompetitiveNegotiations/CompetitiveSealedProposals,Award;Section2-423, SoleSource Procurement;Section2-424,Emergency Procurement;Section2-425, BidWaiverProcurement;Section2-427,Determination of Responsibility;Section 2-429,Substantiation of OfferedPrices;Section2-430,Types of Contracts;Section 2-431,Multi-Year Contracts;andSection2-432,Approval of AccountingSystem are final and conclusive. Sec.2-435 Reporting of Anti-competitive Practices. Whenforanyreason,collusionorotheranti-competitivepracticesaresuspected amonganyBidders,Proposer,Offeror,orRespondent,anotice of therelevantfacts shallbetransmittedtotheCityAttorneyforinvestigationandappropriateaction. ARTICLE IV-SPECIFICATIONS Sec.2-436 Open Competition Required. TheChiefProcurementOfficershallstrivetoassurethatallspecificationsissuedby theCityprovideforfreeandopen competition amongallvendorsandprecludea lock-in of anybrandorvendor,unlessitemsarepurchasedunderSoleSourceor SoleBrandprovisions.Any specifications mayeliminateVendorsorbrands if the Vendororbranddoesnot meet thelegitimateneeds of theCity. Sec.2-437 Standardization. TheChiefProcurementOfficerisresponsibleforthestandardizing of types of Page41 of 61 goodsandservicesusedthroughouttheCitybywritingandpromulgatingstandard specificationsinContractsfortheusebyallUserDepartment. Sec.2-438 Relationship with User Department The Chief Procurement Officershallobtainexpert advice andassistancefrom personnel of UserDepartmentsinthedevelopmentof Specifications andmay delegateinwritingtoaUserDepartmenttheauthoritytoprepareandutilizeitsown Specifications and Standardization of commodities. Sec.2-439 Maximum Practicable Competition. TheChiefProcurementOfficerwillreviewspecificationswrittenbyUser Departments to assure thatthe specifications allow foropenandfree competition, andthat those specifications which eliminate some brands or vendors dosoto reasonably meet theneeds of theCity. ARTICLE V-SUPPLY MANAGEMENT Sec.2-440 Central Warehouse. (a)GeneralControl.TheChiefProcurementOfficershallcontrolandsupervise thecentral warehouse of theCity. (b)Accounting Procedure.Stockissued requisitions fromsuppliesintheCentral Warehouse shall be credited bythe Chief Procurement Officer to the Stockroom revolvingfundbyachargeagainstthe appropriation of theUsingAgency. (c)Inventory.TheChief Procurement Officershallmaintaina perpetual inventory record of all Goods and services stored in the Central Warehouse. Sec 2-441 Relocation of Surplus Properties within the City, TheDepartment of ProcurementandSupplyManagementshallhavetheauthority to authorize relocation of Surplus Properties within theCitytoanyother department or office whichhasaneedforit. Sec 2-442 Disposal of Surplus. TheChief Procurement Officer shall havethepowertosellor dispose of Surplus Properties bypublic auction,competitive sealed bidding,trade-in,orother appropriate methods(including electronic means)inconformancewithFlorida State Statutes 274.05 and 274.06,as amended from time totime.All items of surpluspersonalpropertymustbedeclaredsurplusbyaresolution of theCity Commission beforetheChief Procurement Officertakesactiononthe disposal of Personal Property. Page42 of 61 Sec.2-443 Credit or Debit of Accounts. TheChief Procurement OfficershallsubmittotheFinanceDepartment documentation andtherevenue generated onanysuchtransfer,sale,exchange or trade-in fromthe Surplus Property.The department orofficethat provided the surplus property shallreceivecredittherefore,onthe amount of revenuereceived, unlessitisdeterminedbytheFinanceDirectorthatitisintheBestInterest of the Citytocreditthe General Fund.Any department ofoffice receiving such Surplus Propertyshallreceivecorrespondingdebittherefore,such creditanddebittobe chargedtotherespectivebudgetsofthedepartmentsorofficesinvolved. Sec 2-444 Prohibition on City Employees. Allcityemployeesshallbe prohibited frompurchasingdisposedsurplusproperties fromtheCity.Anyattempttocircumventthisprohibitionmaybeleadtosevere disciplinaryactionortermination. ARTICLE VI-DISPUTES,LEGAL AND CONTRACTUAL REMEDIES PART A-PRE-LITIGATION RESOLUTION OF CONTOVERSIES Sec 2-445 Disputes,Legal,and Contractual Remedies. Thefollowingprocedureinsections2-446though2-449shallbe used forarriving atearlysettlement of grievancesbyinterestedpartieswhohaveparticipatedinthe City's Procurement process. Sec 2-446 Remedies Prior to Award. If priorto Contract award,itisdeterminedthata Solicitation orproposedawardis inviolation of law,thentheSolicitationorproposedawardshallbecancelledby theCityCommission,theCityManager,orthe Chief Procurement Officer,asmay beapplicable,orrevisedtocomplywithlaw. Sec 2-447 Resolution of Protested Formal and Informal Solicitations and Awards. (a)RighttoProtestonFormal Solicitations.Thefollowingproceduresshallbe usedforresolution of protested formalSolicitationsandawards,exceptfor purchases of Goods and services,the estimated costofwhichdoesnot exceed $25,000.Proteststhereonshallbegovernedbytheguidelinesinthe procurement Manual: (1)Protest of Solicitation i.Any prospective proposerwhoperceivesitself aggrieved in connection with the Solicitation of a Contract may protest to Page43 of 61 the Chief ProcurementOfficer,withacopytotheCityClerk. Awrittennotice of intenttofileaprotestshallbefiledwith the Chief ProcurementOfficer within three(3)daysafterthe Solicitation ispublishedinanewspaperofgeneralcirculation intheCity,postingonanelectronicbillboard,broadcast,or message(i.e.website,internet),oranyothermeansof makingrequirementsknowntoalargenumber of potential vendors.Anotice of intenttofileaprotestisconsidered filedwhenreceivedbytheChiefProcurementOfficer,witha copytotheCityClerk;or ii.AnyprospectiveBidderwhointendstocontestBid SpecificationsoraBidSolicitationmayprotesttothe Chief ProcurementOfficer,withacopytotheCityClerk.A writtennotice of intenttofileaprotestshallbefiledwiththe Chief Procurement Officer withinthree(3)daysafterthe Solicitationispublishedinanewspaper of generalcirculation inthecity,postingonan electronic billboard,broadcast,or message(i.e.website,internet),oranyothermeans of makingrequirementsknowntoalargenumber of potential vendors.Anotice of intenttofileaprotestis considered filed whenreceivedbythe Chief ProcurementOfficer,withacopy totheCityClerk. (2)Protest of Award. AnyactualProposerwhoperceives itself aggrievedinconnection withtherecommendedawardofContractmayprotesttothe Chief Procurement Officer,withacopytothecityclerk.Awrittennotice of theintenttofileaprotestshallbefiledwiththeChief Procurement Officerwithintwo(2)daysafter receipt bythe Proposer of thenotice of the recommendation for award of Contract.ThereceiptbyProposerofsuchnoticeshallbe confirmedbythecitybyfacsimileorelectronicmailorU.S.mail, returnreceiptrequestedAnoticeofintenttofileaprotestis consideredfiledwhenreceivedbythe Chief Procurement Officer, withacopytotheCityClerk. AnyactualResponsiveandResponsible Bidder whoseBidislower thanthat of therecommendedBiddermayprotesttotheChief ProcurementOfficer,withacopytotheCityClerk.Awritten noticeofintenttofileaprotestshallbefiledwiththe Chief ProcurementOfficerwithintwo(2)days,afterreceiptbythe Bidder of thenotice of the City's determination of Non- ResponsivenessorNon-Responsibility.Thereceiptby Bidder of suchnoticeshallbe confirmed bytheCityby facsimile or Page44 of 61 electronicmailorU.S.mail,returnreceipt requested.Anoticeof intenttofileaprotestis considered filedwhenreceivedbythe Chief ProcurementOfficer,withacopytotheCityClerk. iii.A written protest basedonanyofthe foregoing mustbe submitted totheChiefProcurementofficerwithintwo(2)daysafterthedate the noticeofintenttoprotestwas filed.Awrittenprotestis consideredfiledwhenreceivedbythe Chief Procurement Officer, withacopytotheCityClerk. Thewrittenprotestmaynotchallengetherelativeweightofthe evaluationcriteriaortheformulaforassigningpointsin making anaward determination. Thewrittenprotestsshallstatewithparticularitythespecificfacts andlawuponwhichtheprotestofthesolicitationortheawardis based,andshallincludeallpertinentdocumentsandevidenceand shallbe accompanied bytherequiredfilingfeeasprovidedin subsection (h).Thisshallformthe basis for review of thewritten protest andnofacts,grounds,documentation or evidencenot contained inthe protestor's submission tothe Chief Procurement Officeratthetime of filingtheprotestshallbepermittedinthe considerationofthewrittenprotest. Notimewillbeaddedtotheabovelimitsforservicebymail.In computinganyperiodoftimeprescribedorallowedbythissection,the day of theact,eventordefaultfromwhichthedesignatedperiod of time beginstorunshallnotbeincluded.Thelastdayof.theperiodso computed shall beincludedunlessitisaSaturday,Sunday orlegal holidayin which theeventtheperiodshallrununtiltheendofthenext daywhich is neitheraSaturday,Sundayorlegalholiday.Intermediate Saturdays,Sundaysandlegalholidaysshallbeexcluded in the computation of thetimeforfiling. (b)Authority toresolveprotests.TheChiefProcurementOfficershallhavethe authority,subjecttotheapproval of theCityManagerandCityAttorney,to settleandresolveanywrittenprotest.The Chief ProcurementOfficershall obtaintherequisiteapprovalsandcommunicatesaiddecisiontotheprotesting partyand shall"submitsaiddecisiontotheCityManagerwithin 10 daysafter receiptoftheprotest.In cases involving morethan $25,000,the decision of the Chief Procurement Officershallbe submitted forapprovalordisapproval thereof totheCityCommissionafterfavorable recommendation by theCity Attorney andthe City Manager. (c)Compliancewithfiling requirements.Failureofapartytotimelyfileeither thenotice of intentto file aprotest or'thewritten protest,togetherwiththe Page 45 of 61 required filingfeeasprovidedinsubsection(f),withthe Chief Procurement Officer withinthetimeprovidedinsubsection(a),above,shallconstitutea forfeitureofsuch party's righttofileaprotestpursuanttothissection.The protestingpartyshallnotbeentitledtoseekjudicialreliefwithoutfirsthaving followed the procedure setforthinthissection. (d)Stay of ProcurementsDuringProtests.Uponreceipt of awrittenprotest filed pursuant totherequirements of thissection,theCityshallnotproceed further with the Solicitation orwiththeaward of theContract until the protest is resolved bythe Chief ProcurementOfficerortheCityManagerasprovided insubsection(b)above,unlesstheCityManagermakesawritten determinationthattheSolicitationprocessortheContractawardmustbe continued without delayinordertoavoidan immediate andseriousdangerto life,health,safetyorwelfare of thecommunityorthepreservation of public properties. (e)Costs.Allcostsaccruingfromaprotestshallbeassumedbytheprotestor. (f)Filing Fee.Thewrittenprotest must be accompanied byafilingfeeinthe form of amoneyorderorcashier'scheckpayabletotheCityinanamount equaltoonepercent of theamount of theBidorproposed Contract,or $1,000.00 whichever is less,whichfilingfeeshallguaranteethepayment of allcostswhichmaybeadjudgedagainstthe protestor inany adrninistrativeorcourtproceeding.Ifaprotestisupheldbythe Chief Procurement Officerand/ortheCityManager,asapplicable,thefilingfee shallberefundedtotheprotestorlessanycostsassessedundersubsection above. (g)If theprotestisdenied,thefilingfeeshallbeforfeitedtotheCityinlieuof paymentofcostsfortheadministrativeproceedingsasprescribedby .subsection (g)above. Sec.2-448 Authority to Debar or Suspend. (a)Authority toDebarorSuspend.Afterreasonablenoticetoanactualor prospective Contractual Party,andafter reasonable opportunityforsuchpartyto beheard,theChiefProcurementOfficer,afterconsultationwiththeCity Attorney,shallhaveauthoritytodebarorsuspendanactualorprospective Contractual Party forcausefrom consideration for award of futurecontracts.The Debarment shallbeforaperiod of notfewerthanthreeyears.The Chief ProcurementOfficershallalsohavetheauthoritytosuspendanactualor prospectiveContractualPartyfromconsiderationforawardofcityContractsif thereisprobablecausefor debarment,pendingthedebarment determination.The authority todebarorsuspendContractorsshallbe exercised in accordance with regulationsafterapprovalbytheCityAttorney. Page46 of 61 .(b)Causesfor Debarment or Suspension.Causes for Debarment or suspension include thefollowing: (1)Convictionforcommission of acriminaloffenceincidenttoobtainingor attemptingtoobtainapublicorprivateContractor subcontract,orincidentto the performance of suchContractorsubcontract. (2)Convictionunderstateorfederalstatutesofembezzlement,theft,forgery, bribery,falsification or destruction of records,receivingstolenproperty,or anyotheroffenseindicatingalackofbusinessintegrityorbusinesshonesty whichcurrently,seriously,anddirectly affects responsibilityasaContractor. (3)Convictionunderstateorfederalantitruststatutesarisingout of the submission of BidsorProposals. (4)ViolationofContractprovisions,assetforthbelow,of acharacterwhichis regarded by the Chief ProcurementOfficertobesoseriousasto justify Debarment action: (a)Deliberatefailurewithoutgoodcausetoperforminaccordancewiththe specifications,termsandconditionsor within thetime limit provided in the Contract;or (b)Arecentrecord of failuretoperformofunsatisfactoryperformancein accordancewiththeterms of oneormoreContracts;provided thatfailure toperformorunsatisfactoryperformancecausedbyactsbeyondthe control of the Contractor shall not be considered to be a basis for Debarment. (5)Repudiation of anofferbyfailuretoprovidebonds,insuranceorother required certificates withina reasonable time period. (6)Refusaltoaccepta Purchase Order,agreement,or Contract,ortoperform thereonprovidedsuchorderwasissuedtimelyandinconformancewiththe offer received. (7)Presence ofprincipals orcorporate officers inthebusiness of concern,who wereprincipalswithinanother business atthetimewhentheotherbusiness wassuspendedordebarredwithinthelastthree(3)yearsundertheprovisions of this section. (8)Violation of theethical standards setforthin state law. (9)Violationofazoning ordinance oranyotherCity Ordinance orregulationand for which the violation remains noncompliant Page47 of 61 (10)ViolationofazoningordinanceoranyotherCityOrdinanceorregulationand forwhichacivilpenaltyorfineisdueandowingtotheCity. (11)Arrearsor other defaultbyContractor. (12)Anyother cause theChief Procurement Officerdeterminestobesoserious andcompellingastoaffectresponsibilityasaCityContractorincluding debarment by another governmentalentityforanycauselistedinthisCode. (c)Debarmentandsuspension decisions.Subjecttotheprovisionsofparagraph(a)the Chief ProcurementOfficershallrenderawrittendecisionstatingthereasonsforthe Debarmentorsuspension.Acopy of thedecisionshallbeprovidedpromptlytothe ContractualParty,alongwithanoticeofsaid party's righttoseek judicial relief. Sec 2-449 Resolution of Contract Disputes. (a)AuthoritytoresolveContractDisputes.TheCityManager,inconsultation withtheCityAttorney,shallhavetheauthoritytoresolve controversies between the Contractual PartyandtheCity which ariseunder,or by virtueof,a Contract between thepartiesincasesinvolvinganamountlessthan$25,000. AllotherdisputeresolutionsmustbeapprovedbytheCityCommission.Such authorityextends,withoutlimitation,tocontroversiesbaseduponbreach of Contract,mistake,misrepresentationorlack of complete performance,and shallbeinvokedbyaContractualPartybysubmission of a protest totheCity Manager. (b)ContractDispute Decisions.Ifadisputeisnotresolvedbymutualconsent,the CityManagershallpromptlyrenderawrittenreportstatingthereasonsforthe actiontakenbytheCityCommissionortheCityManagerwhichshallbefinal andconclusive.Acopy of thedecisionshallbeimmediatelyprovidedtothe protestingparty,alongwithanotice of such party's righttoseekjudicialrelief, providedthattheprotestingpartyshallnotbeentitledtosuchjudicial relief withoutfirst having followedtheproceduresetforthinthissection. ARTICLE VII-INTERGOVERNMExNTAL RELATIONS Sec 2-450-Chapter2 231 (c).Use ofother Governmental Entity Contracts ThePurchasingDirectormayapproveanypurchasesfor equipment materials, suppliesorservicesfromcurrentcontracts of othergovernmentalagencies, whichcontractshaveresultedfromaformalcompetitivebidprocess,awardedto the lowest,mostresponsiveand responsible biddermeetingspecificationsorfrom currentGovernmentalServicesAdministration(GSA)contractsorState of FloridaSNAPSAgreementseventhoughthecost of suchequipment,materials, suppliesorservicesmayexceedSevenThousandFive Hundred ($7,500.00) Dollars,butnotto exceed Six Hundred Thousand Dollars ($600,000.00),withthe Page48 of 61 exceptionofvehicle purchases.Suchpurchasesdonotneedtheapprovalofthe CityManagerortheCity Commission. Sec 2-451Contracts with Other Governmental AgenciesorState Funded Public Institutions. Notwithstandingallother provisions of thisCode,theCityshallbeexemptfrom allCompetitiveBidding Procedures whenitentersintoanagreementwithother governmental agencies orstatefunded institutions forthe Purchase or acquisition of goodsorservices;provided,however,thatinthePurchaseoracquisition of saidgoodsorservicesinexcessof$25,000,suchagreementshallbeapprovedby theChief Procurement Officer,andPurchases of goodsandservicesinexcess of $50,000,suchagreementshallbeapprovedbytheCityManager,andpurchases of goodsandservicesinexcess of $100,000shallbeapprovedby the City Manager subject toapprovalbytheCityCommission. Sec 2-452 Cooperative Purchasing. Notwithstandingallotherprovisions of thisCode,theProcurementandSupply Management Department mayeither participate in,sponsor,conduct,or administeraCooperativePurchasingAgreementfortheProcurement of any goodsor services with oneormorepublicentities.Such Cooperative Purchasing mayinclude,but isnotlimitedto joint or multiparty Contracts betweenpublic entities. ARTICLE Vffl-RISK MANAGEMENT IN PROCUREMENT Sec.2-453 Bid or Proposal Bond. (a)BidorProposalBondAllowedonanySolicitations.The Chief Procurement OfficermayrequireaBidorProposalBondforanySolicitationbythe Department of ProcurementandSupplyManagement.Thebondshallbe provided bya surety company authorized todobusinessinthisstateorthe equivalentincash,certified check,cashier'scheck,irrevocableletter of creditor analternateform of securityforthesamepurpose,subjecttothesameconditions andinaformacceptabletotheCityAttorneyasBidorProposal Bond (b)Amount of BidorProposalBond.Bid orProposalAmountshallbeapercentage amount determined bytheChief Procurement Officer. (c)Rejection of Solicitationsfor Noncompliance withBidorProposalBond Requirements.Whenthe Solicitation requiresaBidorProposalBond, noncompliance mandatesthebidsberejected,imlessitisdeterminedthattheBid orProposalfailstocomplyina non-substantial mannerwiththebond requirements.FailuretosupplyBidorProposalBondwiththeSolicitationatthe Page49 of 61 time of theBid Opening shallautomatically disqualify the Bidder asNon- Responsive tothe requirements. (d)Withdrawal of Solicitations.AfterSolicitationsare opened,solicitationsshallbe irrevocablefor90daysoraperiodspecifiedintheSolicitationdocument,except asprovidedinSection 2-419.(g).4(b)ofthisCode.If aBidderispermittedto withdrawits Solicitation beforeaward,noactionshallbetakenagainstthe Bidder,Proposer,Offeror,orRespondentortheBidorProposalBond. Sec.2-454 Performance and Payment Bonds. (a)Bonds Required WhenDeemedNecessary.Performance and Payment Bondsor equivalent acceptable shallberequiredatthe discretion of the Chief Procurement Officer. (b)Bond Must be Delivered Prior to Issuing Contract Document or Purchase Order. If required,aperformanceandpaymentbondsatisfactorytotheCity,executedby a surety company authorized todobusinessinthisStateor otherwise secured ina manner satisfactory totheCityshallbepresentedtothe City priortoissuance of a Contract document or Purchase order. (c)SubstitutesforBonds Acceptable.InlieofaPerformanceandPaymentBond,the Citymayacceptcash,moneyorder,certifiedcheck,cashier's check,or irrevocable letter of credit.Suchalternateform of securityshallbeforthesamepurposeand shallbe subject tothesame conditions asa Performance and Payment Bond. (d)ReductionofBondAmount.TheChiefProcurementOfficermayreducethe amountofPerformanceandPaymentBondsrequiredonaspecificContract. DisclosureofthereductionshallbepresentintheSolicitationorthroughthe issuance of an Addendum. (e)AuthoritytoRequireAdditionalBonds.Nothinginthissectionshallbe construedto limit theauthorityoftheChief Procurement Officerto require a PerformanceBondorothersecurityinadditiontothosebonds,orcircumstances otherthan those specified inthisCode. Sec.2-455 Indemnification. (a)AllContractsshallprovidethattheContractorshall indemnify andholdharmless theCityanditsofficers,employees,agentsand instrumentalities fromanyandall liability,lossesor damages,,includingattorneys'feesandcostofdefense,which theCityoritsofficers,employees,agentsandinstrumentalitiesmayoccurasa result of claims,demands,suits,causesofactions,orproceedings of anykindor nature arisingoutof,relating toorresultingfromtheuse of the Demised Premises bytheContractororitsemployees,agents,servants,partners,principalsor subcontractors.TheContractorshallberequiredtopayallclaimsandlossesin Page 50 of 61 connectiontherewithandshallinvestigateanddefendallclaims,suitsoractions of anykindornatureinthenameof the City,where applicable,including appellate proceedings,andshallpayallcosts,judgmentsand attorney's fees, includingattorneys'fees on appeal,whichmayissuethereon. (b)AllcontractsshallprovidethattheContractoragreesthatinanylawsuitbrought initsnameor defended initsname,theCitymustretainallfinalcontroland authority of the lawsuit.ThecontractshallprovidethattheCityretainsfull control of thelawsuit,includingfull authority to determine whatlegalactionsor positionsmaybeassertedtothecourtsinthename of theCityandthe full authority tosettleorcompromiseanyclaim.The Contractor shallagreethatits responsibilities underthisagreementcontinueinfullforceandeffectregardless of anydecision of City insuchregard. Sec 2-456 Insurance Requirement. (a)EmployeeRelations/RiskManagementoranindividualspecializinginrisk management willreview,asrequested,Solicitationdocumentstoadvisethe Department of ProcurementandSupplyManagementontheinsurance requirements needed tobe contained therein. (b)Uponaward of aSolicitation,EmployeeRelations/RiskManagementora specialist inriskmanagementwillreviewinsurancecertificationsforcompliance of the insurance requirements listed inthe Solicitation.Non-approved certificationswillbereturnedtotheDepartment of ProcurementandSupply Management withthereasonsfornon-approvaland instructions astohowthe certificationmaybecorrected.Employee Relations/Risk Managementor individualspecializinginriskmanagementwill advise theDepartmentof ProcurementandSupplyManagement of cancellation or failuretomaintain insurance uponreceiptofnotificationonanycurrentContracts.The Department of Procurement andSupplyManagementshallnotallowanyContracttocontinue without proper insuranceineffectaftertheyhavebeen notified of thelapseofthe requisite insurance. (c)Minimumrequirementsofallsuccessfulproposersshallincludethefollowing: (1)fivehundred thousand,singlelimitcoverageforBodilyInjuryLiability and Property DamageLiability; (2)thatincreasedlimits and/or othertypes of coverage maybe requiredbythe City toinsurespecialrisks; (3)thattheCityshallbenamedasanadditionalinsuredundersuchpolicies anda certificate ofinsuranceshallbefurnishedtotheCity.Saidpolicies shallcontaina"severability of interest"ora"crossliability*'clausewithout obligationforpremium payment bytheCity.TheCityshallbeentitledto receive copies of requiredpoliciesforreview. (4)evidence of statutory Workman's Compensation coverage,where applicable. Page 51 of 61 (5)thatallpoliciesshallprovidecoveragefortheindemnificationandhold harmless requirements of theCode. (6)allpoliciesand policy renewalsshallbe required tocomplywiththe requirements of theCity, ARTICLE VHI-ON-LINE PROCUREMENT Sec 2-457 On-Line Procurement (a)ConditionsforUse.Notwithstandingtheforegoing,theCitymayengagein electronic On-Line Bidding toobtain competitive BidsfromBiddersforthe Purchase of goodsandservicesorforthedisposal of Surplus Property whenever the Chief Procurement OfficerdeterminesthatelectronicOn-LineBiddingis more advantageous than other Procurementmethods provided bythisCode. (b)The Various Forms of On-Line Bidding. (1)StandardReverseAuctionswhich occurs overa period of severaldaystoa fewweeks,andallowBidderstologinwhenitis convenient toplace Bids.If outbid,anoption ofplacingadditionalBidsisavailable. (2)SealedBidAuctionsarethesameasStandardReverseAuctions,butsuppliers are allowed to place one(1)BidandallBids remain unavailable for viewing until the auction is closed. (3)Real-Time ReverseAuctionswhichoccursata predetermined dateandtime, generally scheduled tolastfrom30minutes to one(1)hour.Suppliersmay make multiple Bids throughout theauction. (c)Method Themethod of On-LineProcurementshallbereviewedbythe Chief Procurement Officer.The final selection of an On-Line Procurement method shallbereviewedbytheCity Attorney toensurecompliancewithstate laws.Uponreceivingafavorableopinion,finalapproval by theCityManager shallbe required. ARTICLE IX-ETHICS Sec 2-458 Ethics. AnyattemptbyCityemployeestorealizepersonalgainbyconductinconsistent with proper discharge of theirdutiesisabreachof public trust.The Provisions of Cityrdinance,countyordinances,andstatestatutesshallbestrictly enforced to preserve the public trust. Page 52 of 61 Sec 2-459.Prohibition on transacting businesswiththeCity. NopersonwhoisaCity Commissioner,Appointedofficial,member of anadvisoryboard orcommittee,member of a quasi-judicial boardorcommittee,oremployeeshallenter intoanycontractortransactanybusinessinwhichthatpersonoramemberofthe immediatefamilyhasafinancialinterest,directorindirectwiththeCity of CoralGables orany person oragencyactingfortheCityofCoral Gables,andanysuchcontract, agreement or business engagement enteredinviolation of this subsection shall render the transaction voidable.Willful violations of this subsection shall constitute malfeasance in officeandshallaffectforfeiture of officeorposition.Nothinginthissubsectionshall prohibit ormakeillegal(1)thepaymentoftaxes,special assessments orfeesforservices providedbytheCitygovernment;(2)thepurchaseofbonds,anticipationnotesorother securities that maybeissuedbytheCitythrough underwriters ordirectlyfromtimeto time. (a)Waiver of prohibition.Therequirementsofthissubsectionmaybewaivedfora particulartransactiononlybyfouraffirmativevotes of theCityCommissionafter public hearing uponfindingthat: (1)Anopen-to-allsealedcompetitiveproposalhasbeensubmittedbythe proposer,or (2)Theproposalhasbeensubmittedbya person orfirmofferingservices withinthescope of thepracticeof architecture,professionalengineering,orregistered landsurveying,asdefinedbythelaws of theState of Floridaandpursuanttothe provisions of the Consultants1 CompetitiveNegotiationAct,andwhentheproposalhas been submitted bya proposer definedaboveor, (3)Thepropertyorservicestobeinvolvedintheproposedtransactionare uniqueandtheCitycannotavailitselfofsuchpropertyorservices without enteringa transaction which wouldviolatethissubsectionbutfor waiver of itsrequirements;or (4)Thatthepropertyor services tobeinvolvedintheproposedtransactionare beingofferedtotheCityatacostofnomorethan80%offairmarketvaluebasedona certifiedappraisalpaidforbytheproposer;and (5)Thattheproposed transaction will be.inthebestinterestofthe City. Such findings shallbespreadonthe minutes ofthe Commission.This subsection shall be appUcable onlyto prospective transactions,andtheCity Commission mayinno case ratifyatransactionenteredinviolationofthis subsection. Provisions cumulative.This subsection shall be taken tobe cumulative and shall not be construed toamendorrepealanyotherlaw pertaining tothesamesubject matter. Sec 2-460.Further prohibition on transacting business with the City. No person whoisaCity Commissioner,Appointed Official,member ofan advisory boardor committee,memberofa quasi-judicial boardor committee,or employee shall enterinto any.contractortransactany business through afirm,corporation,partnership or business entityinwhichthat person oranymemberofthe immediate familyhasa Page53 of 61 controllingfinancialinterest,directorindirect,withtheCityorany person oragency actingfortheCity,andanysuchcontract,agreementorbusinessengagemententeredin violation of this subsection shall render the transaction voidable.Waiver of this section mayonlybeobtainedbyfollowingthe provisions ofSection 2-458 (a).v- Additionally,noCommissionmembershallvoteonorparticipateinanyway in any matterpresentedtotheCityCommission if thatpersonhasany of the following relationshipswithanypersonsorentitieswhichwouldbeormightbedirectlyor indirectly affected byanyactionoftheCity Commission:(i)officer,director,partner,of counsel,consultant,employee,fiduciaryorbeneficiary;or(ii)stockholder,bondholder, debtor,or creditor,if inanyinstancethetransactionor matter would affectthe Commission member in a manner distinct from the rnanner in which it would affect the publicgenerally.AnyCommissionmemberwhohasany of thespecifiedrelationshipsor whowouldormight,directlyorindirectly,realizeaprofitbytheaction of theCity Commissionshallnotvoteonorparticipateinanywayinthematter. Sec 2-461.Compulsory disclosure byemployees of firms doing business with theCity. ShouldanypersonwhoisaCity Commissioner,AppointedOfficial,memberofan advisoryboardorcommittee,member of aquasi-judicialboardorcommittee,or employeebeemployed,bya corporation,firm,partnership orbusinessentityinwhich that person ortheimmediatefamilydoesnothaveacontrollingfinancialinterest,and shouldthecorporation,firm,partnership orbusinessentityhavesubstantial business commitments toorfromtheCityoranyCity agency,orbesubjecttodirectregulationby theCityoraCity agency,thenthepersonshallfilea swom statementdisclosingsuch employmentandinterestwiththeClerkoftheCityofCoralGables. Sec 4-462.Cone of Silence.Contracts for the Provision of Goods and Services. (a)The requirements of section 2-11.1 (t)("Cone of SilenceOrdinances")ofthe Codeof Miami-Dade County,Florida,as amended,shallnotbe applicable to theCity of CoralGables. (b)Coneof Silence.TheConeof Silence shallbeapplicableonlyto Contracts for theprovisionofgoodsand services for amounts greaterthan $25,000;provided, however,thattheConeof Silence shallnotapplyto communications withthe City Commissioners,the City Manager,Assistant City Managers,theCity Clerk andtheCityAttorney. (c)"Coneof Silence"is defined tomeana prohibition on (1)any communication regarding a particular Request for Proposals ("RFP"), RequestforQualifications("RFQ"),RequestforLetters of Interest ("RFLI"),InvitationsforBids("IFB")oranyotheradvertisedsolicitation betweenapotential Proposer,Offeror,Respondent,Vendor,Service Page54 of 61 Provider,Bidder,Lobbyist,orConsultantandCityProfessionalstaff, selection committee or evaluation committee members; (2)anycommunicationregardingaparticularRFP,RFQ,RFLI,IFBorany otheradvertised solicitation between theCity Commissioners orrespective staffsandanymember of theCity'sprofessionalstaff,selectioncommittee, or evaluation committee members; The City ManagerorAssistantsmaycommunicatewiththeChairperson of the selection/evaluation committee onlyafterthe committee has submitted itswritten recommendationtotheCityManagerandprovidedthatshouldanychangeoccurinthe committee recommendation,thecontentofthecommunicationand of the corresponding changeshallbedescribedinwritingandfiledbytheCityManager with,theCityClerk andbeincludedinanyrecommendationsubmittedbytheCityManagertothe City Commission. TheCone of Silenceshall not applytoinformalBidsasdefinedin Procurement Code and Manual;emergencypurchases of goodsandservices;communications withthe City Attorney;duly noticed sitevisitstodetermined competency of Bidders/Proposers, regardingaparticularsolicitation;communicationswiththe Chief Procurement officer or staff,responsibleforadministeringtheprocurementprocessfora particular solicitation providedthecommunicationislimitedstrictlytomatters of processorprocedurealready containedinthecorrespondingsolicitation;solesourceprocurements;bidwaivers;oral presentationsduringdulynoticedmeetings;competitivenegotiations;public presentationsmadeto the CityCommissionduringanydulynoticepublicmeeting; contract negotiations;on-line procurement. (d)Procedure (1)Imposition.AConeofSilenceshallbeimposeduponeachRFP,RFQ, RFLI,IFBandanyotheradvertised solicitation whenthe solicitation is advertised.Atthetime of impositionoftheCone of Silence,theCity ManagerordesigneeshallprovideforpublicnoticeoftheCone of Silence andshalladvisetheaffecteddepartment(s)inwriting.TheCityManager shallincludeinanypublicsolicitationforgoodsandservicesa statement disclosing therequirements of thisordinance. (2)Termination.Except as otherwise provided herein,theConeof Silence shallterminateatthetime of theCity Manager's approval of theaward,or theCityManager written recommendation to theCityCommission,as maybeapplicable,isreceivedbytheCityClerk,oratsuchtimethatBids orProposalsarerejectedbytheCityCommissionortheCityManager; provided,however,thatiftheCommissionreferstheCityManager's recommendationbacktotheCityManagerorstaffforfurtherreview,the ConeofSilenceshallbere-imposeduntilsuchtimeastheCityManager's subsequentwritten recommendation isreceivedbytheCityClerk. Page55 of 61 (e)Penalties.ViolationoftheCone of SilencebyaparticularBidderorproposer shallrenderanyawardtosaidBidderorproposervoidablebytheCity Commission.Inadditiontoanyotherpenaltyprovidedbylaw,violationof anyprovisionofthisOrdinancebyaCityemployeeshallsubjectsaid employee to disciplinary actionuptoand including dismissal.Any person whoviolatesaprovisionofthisordinanceshallbeprohibitedfromservingon a City Competitive selection/evaluation committeeunless such appointment is approved by a4/5voteoftheCityCommission.Aviolation of thissectionby aparticularBidder,Proposer,Offeror,Respondent,lobbyistorconsultant shallsubjectsuchpersonorpersonsto potential debarment pursuant tothe provisions of thisChapter. Section4.Chapter****,Article ****,Division3,Section2-176,of theCode of theCity of CoralGables,Florida,asamended,isamendedinthefollowingparticulars: Division3-Procurement:DepartmentofProcurementandSupplyManagement. Purchasing Department. Sec.2-176.Established. (a)Thereisherebyestablishedadepartment of thegovernmentofthecitytobeknown astheDepartment of ProcurementandSupply Management formerlyknownasthe purchasing department which will carryonthefunctionsandduties maintained and performed bytheformerdivision of purchasing of thefinance department of thecity. Section 5.Allrights,actions,proceedings and Contracts ofthe City,includingtheCity Commissioners,theCityManager,oranyofitsdepartments,boardsor officers undertaken pursuanttotheexistingcode provisions,includingthosependingorunexecutedatthetime Article——goesintoeffect,shallbe enforced,continued,orcompleted,inallrespects,asthough begunorexecutedhereunder. Section 6.All ordinances orparts of ordinancesthatare inconsistent orin conflict withthe provisions of this Ordinance arerepealed. Section7.Ifanysection,part of section,paragraph,clause,phraseorword of thisOrdinanceis declaredinvalid,the remaining provisionsofthisOrdinanceshallnotbeaffected. Section8.Itistheintention of theCityCommissionthattheprovisions of thisOrdinanceshall becomeandbemadeapart of theCode of theCityofCoralGables,Florida,asamended,which provisionsmayberenumberedorreletteredandthatthewordordinancebechangedto"section", "article",orotherappropriatewordtoaccomplishsuchintention. Section9.ThisordinanceshallbecomeeffectiveMay 1,2003. Page56 of 61 PASSED ON FIRST READING THIS day of ,2003. MAYOR DONALD D.SLESNICK II ATTEST: YOLANDA AGUILAR CITY CLERK APPROVED AS TO FORM AND CORRECTNESS: ELIZABETH M.HERNANDEZ CITY ATTORNEY S:Depaitments/Purchasing/COCG Procurement-Comraission.doc.1-28-03 Page57 of 61 %. NIGP CODE OF ETHICS TheInstitute believes,andit in a con&tion of membership,toot the following ethical principles zhottidlgpvern theconductofeverypeixoa employed byapublicsector procurementormaterials management organization. Seeksor accepts a position as head(oremployee)only-when fkllyin accord withthe professional pnndptesnpplicd>k thereto and ^hra confident ofpossessing die <iuaKfi«tioas toserve under those principles to te advantage ofthe employing organhsata. Believes inthe dignity mitt worth ofthe service rendered bythe organization,and fte societal responsibilities assumedas a trusted publie servant is governed bythe highest ideals of honor and integrity in all public and personal relationships in order to merit theinspect and inspire the confidence of die organkatioaand thepublic being served. Believes ttua personal aggrandizaiient or personal profit obtained through misuse of public or personal relationships is dishonest and not tolerable. Identifies and eliminates participation ofany individual in operational situations where a conflict of intensst maybeinvolved. BeBevas that marnbessof the Institute aid its staff should atnotime,orunder anycircumstances, accept directly or mdiiEctly,gifts,gratuiti^oi'other flnn§sof ^aliie ton suppliers,which migju influence or appear to influence purcisCTng decisions. Keeps the governmental ocpnraition informed,foroughaiqmjpriate channels,on problems and progress ofapplicable cperatbtis by emphasizing the importance of the facts. Resists encroad«nent oncontrol d'pet^onitel inolder to preserve integrity asaprofessonalrnanagen Handles all per^onnd tnat^onaineTittw^andiH wnplianse with a^fc*te Jim prcWbi&ig discriminate in employment onthetoadsofpolitics,religion,eder,national origin,disability, gender,age,pregnancy andotherprotected characteristics. Seeks ordispenses no personal favors.Handles eachadimnLstnitiveproUem objectively and empatbeticaily*withotU discrimination. Subscribes to and supports the ptofesaonal aims and objectives of the National institute of Governmental Pinxshasrng,Inc. Page 58 of 61 p-—__—-•__-_____—* GUIDELINES TO THENIGP CODE OF ETHICS r.SESPONsrmLrrr to your employes Follow the lawful Instructions orlawsof tlie employer. Understand Hie authority granted by the employer. Avoidactivities,which would compromise orgive the perception ofcompromising the Ifest Interest of the employer. Reduce the potentialfaranychargesofpreferential trentnicnt by actively promoting the conceptofcompetition. Obtain the raatlnrnm.benefitfor fundi?spent as agentsfor the employer. //.CONFLICTOFtNTE&EST Avoid any private orprofessional activity that wouldcreatea conflict between your personal interest and the interests of your employer. Avoid engaging inpersonalbusinesswithany company that is a supplierf©your employer. Avoid lending money to or borrowing money from an;supplier. JUL PERCEPTION Avoid theappearance of unethical or compromising practicesin relationships actions and communications. Avoid business relationships with personal Jricnds.Request a reassignment if the situation arises. Avoid noticeabledisplays of affection,which may give an impression ofimpropriety. Avoid holding Dullness meetings with suppliers outsidetheoffice. When anch meetings dooccur,the meeting location should be carefully cltosen so as-not to be perceivedas inappropriate by other persons in the business comiuuoiry oryourpeers. fV.GRATUITIES Neversolicitoraccept money,loans*creditsorprejudicialdiscounts, gtfls.entertainment,favors orservicesfromyourpresent or potential supplierswhichmightinfluenceorappear to iniluenoepurchasingdecisions. t 'ff Page59 of 61 Neversolicitgratuities'in any formfor yowself or your employer. Items of nominal valueofferedbysuppliersfor pnblic relations purposes are acceptable when the value ofsuch item*has been established by your employer and would not be perceived by the offeror,receiverorothersasposing an ethical breach. Gifts offered exceeding nominal value should he returned withan explanation or if perishable either returned or donatedtoa charity in the name oftlue supplier. In.thecase of any gift;care should betakento evaluate the intent and perception of acceptance to ensurethat itis legal,that It wUI not influence yo tir buying decisions,and that it will not he perceived by your peersand others as uncthicaL V.BUSINESS MEALS There are times when during thecourse ofbusiness it may be appropriate to conduct businessd urhig meals.I nsuchInstances,the mealshouldbe for aspecific business purpose. Avoid frequent meals with the same suppHcr. The purchasing professionalshouldheabletopayformealsasfrequentlyas the supplier. Budgeted funds should heavailable for such purposes. Yl.CONFIDENTIAL INFORMATION Keep bidders'proprietary information confidential. Develop a formal policy on the handling of confidential information. YIL RELATIONSHIP WITH THESUPPUER Maintainand practice,to the highestdegreepossible,businessethics,professional courtesy,and.compelcncein alltransactions. Associationwithsuppliersatlunches,dinnersorbusinessorganizationmeetingsisan acceptableprofessionalpracticeenablingthe buyer to establish better business relations, provided that thebuyerksepsfreeofobligation.AccordinglyJt isstrongly recommended that ifa seller pays foranactivitythat the buyer reciprocate. Purchase without prejudice,striving toobtain the maximum valueforeachdollar of expenditure. Preclude from showingfavoritismorbeinfluencedbysuppliersthrough theacceptanceof gjfls,gratuities,loansorfavors.Gills ofa nominalvaluethatdisplaythenameofa firm whichisintendedforadvertisement may ormaynotbeacceptedin accordancewith,the recipient's own conscience or jurisdictional rules. Page60 of 61 m m w m Adheretoand protect the supplier'sbusiness and legal rights to confidentiality Tor trade secrets,and oilier proprietary lutomattou. Retrainfrompubliclyendorsingproducts. VIII RELATIONSHIP WHH THEEMPLOYER Remain free ofanyandaO interests nnd activities,which areor could ho detrimental or in coniHcf with thebest interests of the employer. Refrain from engaging inactivitieswherethebuyerhasasignificantpersonalor Indirect financial Interest Exercisediscretionaryauthorityonbehalfof the employer. Avoid acquiring Interest or incurring obligationsthatcould conflict with theinterests of the employer. IX.RELATIONSHIPS WTFH OTHER At&NCiES AND ORGANIZA HONS A buyer shall not usehis position toexertleverageonIndividualsor firms for th^purpose ofcreating abenefitforagenciesor organizations that hemayrepresent. All involvement and transactions shallbehandled la aprofessional manner with the interest ofthe buyer's employer taking precedent. X RELATIONSHIP WITH PROFESSIONAL PltRCHJtSING ORGANIZATIONS AND ASSOCIATIONS. It is the obligationandtheresponsibilityof the buyer,throughaffiliation with professional organization,to represent thatorganization In aprofessionaland ethical manner. Abuyershallnotuseidspositiontopersuadeanindividualor ttrm to provide,abenefit 1o an organization. XI.POLI€7 It is the policy of NfGF that any member of the Institute who personally,or on behalf of ills local chapter,isInvolved iu theprocess of acquiringadvertisers and/or exhibitorson behalfofthe Institute,shall ad onlyinthecapacity of providing referrals of potentialor interested parties tothe Institute.Asaresult of such referral,shouldthe Institute rami a contractualobligation,appropriatecreditshallbegiventotheindividualorchapter. Page61 of 61 m & CITY OF AVENTURA OFFICE OF THE CITY MANAGER MEMORANDUM TO:City Commission FROM:Eric M.Soroka,City Manager DATE:February 21,2002 SUBJECT:Proposed Cone of Silence Ordinance 1st Reading March 5,2002 City Commission Meeting Agenda Item 2nd Reading April 2,2002 City Commission Meeting Agenda Item ^fl RECOMMENDATION It is recommended that the City Commission optoutof the Miami-Dade County Cone of Silence requirements and establish theCity'sown Cone ofSilence requirements.The Ordinance continues the theme established bytheCityCommissionto ensure that purchasing transactions are awarded based onmerit and seeks to reduce outside influences on the process.We are fortunate that we have not experienced abuses that theCounty has in years past.However,inordertobe proactive!itis important to consider the Ordinance. BACKGROUND Section 2-11.1(t)ofMiami-DadeCounty Code establishes the "Cone of Silence" requirements,as it relates to procurement processes such as Request for Proposal (RFP),Requestfor Qualifications (RFQ)and Invitation toSubmit Qualifications (ISQ). Simply stated,the Cone of Silence restricts communications between the bidder or proposer and the City staff and Commissionduring the periodoftime that the noticeis issued andtherecommendationisissued.ThepurposeofthisCountyOrdinancewas toeliminate any undue influence orlobbyingwhilethe purchasing process was ineffect and beforea recommendation was made by the CountyManager. County Ordinance allowscitiestooptoutof Section 2-11.1 (t).Although I agree in concept withthe Cone ofSilence,itismyopinionthattheCounty requirements in some cases aretoo cumbersome and in other cases donotgofar enough to address the issue.Forthis reason,the CityAttorneyand I have drafted anew Ordinance tailoredto meet our needs and better address the issues. Memo to City Commission Page 2 The proposed Ordinance seeks to accomplish the following: 1.Streamline the process. 2.AllowstheCityCommissionto interact with staff regarding purchasing transactions recommendations that appear on the Commission Agenda. 3.Prohibits the City Commission,City Manager and staff from communicatingwithapotentialvendor during thetime the Coneof Silence is in effect. 4.Allows communication between the potential vendor andthe Cit/s PurchasingAgentorCity employee designatedforadministeringthe procurement process,provided the communication is limited to matters of procedure. 5.Providesforreasonable exceptions thatensurethatthe playing field is level for all bidders. 6.The Cone of Silence is imposed atthetimetheitemis advertised and terminates at the beginningof the City Commission Meetingatwhichthe item will be considered. EMS/aca Attachment CC01050-02 ORDINANCE NO.2002 - AN ORDINANCE OF THE CITY OF AVENTURA,FLORIDA, PROVIDING FOR THE CITY TO OPT OUT OF AND EXEMPT ITSELF FROM THE REQUIREMENTS OF SECTION 2- 11.1(T)OFTHE MIAMI-DADE COUNTYCODE CONCERNING CONE OF SILENCE REQUIREMENTS RELATED TO PURCHASING TRANSACTIONS;AMENDING THE CITY CODE BY ADOPTING SECTION 2-260 "CONE OF SILENCE"OF CHAPTER 2 "ADMINISTRATION," PROVIDING CITY'S CONE OF SILENCE REQUIREMENTS RELATED TO COMMUNICATIONS WITH THE CITY DURING PURCHASING TRANSACTIONS;PROVIDING FOR SEVERABILITY;PROVIDING FOR INCLUSION IN CODE;PROVIDING FOR EFFECTIVE DATE. WHEREAS,the BoardofCounty Commissioners ofMiami-DadeCounty,Florida, has reoently adoptedan amendment toSection 2-11.1(t)ofthe Miami-Dade County Code(the "County Code"),so as toremoveanyquestionofmunicipalautonomyin purchasing transactions,and to enable municipalities toopt out of and exempt themselves fromtherequirementsofSection 2-11.1(t)"ConeofSilence"oftheCounty Code;and WHEREAS,theCity Commission findsthatany necessary restrictions upon bidderor proposer communications with theCityduringthecompetitive bidding or proposal process relatedtopurchasing transactions may be providedby municipal ordinance and byincludingappropriateprovisions within the specifications forthe purchasingtransaction,ratherthanbeingmandatedbyaCounty ordinance whichisnot tailored to meet local concerns and procedures. IT IS HEREBY ORDAINED BY THE CITY COMMISSION OF THE CITY OF AVENTURA,FLORIDA,AS FOLLOWS: Ordinance No.2002- Page2 Section 1.Recitals Adopted,Each of the above recitalsis hereby confirmed and adopted. Section 2.Opt Out Invoked.Itis hereby provided that the provisions of Section 2-11.1(t)"Cone of Silence,"of the Miami-Dade County Code shallnot apply to the City of Aventura.This opt outprovisionshallprevail over any conflictingCity Ordinance. Section 3.City Code Amended.ThattheCityCodeof the CityofAventurais hereby amended by creating Section 2-260 "Cone of Silence"of Chapter 2 "Administration"to read as follows: Section 2*260.Cone of Silence. (a)Definitions."ConeofSilence",as used herein,means a prohibition onanycommunication regarding a particular Request forProposal ("RFP"),Request forQualification ("RFQ") orbid,between: apotential vendor,serviceprovider,proposer,bidder, lobbyist,or consultant,and: the City Commissioners,City's professional staff including, butnotlimitedto,theCityManagerandhisor her staff,any member of the City's selectionor evaluation committee. (b)Restriction;Notice.A Cone of Silence shall be imposed upon each RFP,RFQand bid after the advertisement of said RFP, RFQorbid.Atthetimeof imposition oftheConeofSilence,the CityManagerorhisorher designee shallprovidefor public notice of the Cone of Silence bypostinganoticeat the City Hail. TheCityManagershallissuea written notice thereof tothe affected departments,file acopyof such notice with theCity Clerk,witha copy thereof toeachCity Commissioner,andshall includeinanypublic solicitation for goods or services a statement disclosing the requirements ofthissection. (c)Termination of Cone of Silence.The Cone of Silence shall terminate at the beginning of theCity Commission meeting at which theCity Manager makes hisorher written recommendation totheCityCommission.However,iftheCity Ordinance No.2002- Page3 Commission refers the Manager's recommendation back to the Manager or staff for further review,the Cone of Silence shall be reimposed until such timeastheManager makes a subsequent written recommendation. (d)Exceptions To Applicability.The provisions of thissection shall not apply to: (1)oral communications at pre-bid conferences; (2)oral presentations before selection or evaluation committees; i (3)public presentations madeto the City Commissioners |during any duly noticed public meeting; (4)communications in writing at any timewith any City :employee,unless specificallyprohibited by the applicable RFP,RFQorbid documents.The bidder or proposer shall file acopyofanywritten communication with the CityClerk.The CityClerkshall make copies availableto any person upon request; (5)communications regardingaparticularRFP,RFQ orbid between apotentialvendor,service provider,proposer, bidder,lobbyistorconsultantand the City'sPurchasing Agent orCity employee designatedresponsible for administering the procurement process for such RFP, RFQorbid,providedthe communication islimited strictly tomattersofprocessorprocedurealready contained in the corresponding solicitation document; (6)communications with the City Attorney andhisorher staff; (7)dulynoticedsitevisitstodeterminethe competency of bidders regardinga particular bidduring the time period between the opening ofbidsand the time the City Manager makes hisorher written recommendation; (8)any emergency procurement of goods or services pursuant toCity Code; (9)responses totheCity'srequestfor clarification or additional information; (10)contractnegotiations during anydulynoticed public meeting; (11)communicationstoenable City staffto seek andobtain industry comment orperformmarketresearch, provided all communications related thereto between a potentialvendor,service provider,proposer,bidder, lobbyist,or consultant and any member of the City's professionalstaff including,butnot limited to,theCity Ordinance No.2002- Page 4 Manager and hisor her staff are inwritingor are made at aduly noticed public meeting. (e)Penalties.Violation ofthissectionbyaparticularbidderor proposer shall render any RFP award,RFQ award or bid award tosaidbidderorproposervoidablebythe City Commission and/or City Manager.Any person who violates aprovisionof this section may be prohibitedfrom serving on a City selection orevaluationcommittee.In additiontoanyotherpenalty providedherein,violation ofany provision ofthissectionbya City employee maysubjectsaid employee todisciplinaryaction. Section 4.Severability,That theprovisionsof this Ordinance are declared to be severable andifany section,sentence,clause or phrase ofthis Ordinance shallfor any reason be held toinvalid or unconstitutional,such decision shall not affect the validity oftheremaining sections,sentences,clauses,and phrases ofthis Ordinance buttheyshallremainin effect,itbeingthe legislative intentthatthis Ordinance shall stand notwithstanding the invalidityofany part Section S.Inclusion in the Code.It Is the intention ofthe City Commission, and itis hereby ordained that the provisionsofthis Ordinance shall become and made a partoftheCodeofthe City of Aventura;thatthe sections ofthisOrdinancemaybe renumbered or relettered to accomplish suchintentions;and that the word "Ordinance" shall be changed to "Section"or other appropriate word. Section 6.Effective Date.ThisOrdinanceshall be effectiveimmediatelyupon adoption on second reading. Section 7.Notification.ThattheCityClerkshallprovideacopyofthis Ordinance to the Miami-Dade County Ethics Commission. The foregoing Ordinance was offeredby Commissioner Holzberg,whomovedits adoption onfirst reading.The motionwas seconded by Commissioner Cohen and,upon being put toa vote,the vote was as follows: Commissioner Arthur Berger yes Commissioner Jay R.Beskin yes Commissioner Ken Cohen yes Commissioner Manny Grossman yes Commissioner HarryHolzberg yes ViceMayorPatriciaRogers-Libert yes Mayor Jeffrey M.Perlow yes Ordinance No.2002- Page5 The foregoingOrdinance was offered by Commissioner. who moved its adoption on second reading.The motion was seconded by Commissioner ,and,uponbeingputtoavote,thevotewasas follows: Commissioner Arthur Berger Commissioner JayR.BesWn Commissioner Ken Cohen Commissioner Manny Grossman Commissioner Harry Holzberg Commissioner Patricia Rogers-Libert Mayor Jeffrey M.Perlow PASSED AND ADOPTED on first reading this 5th day of March,2002. PASSED AND ADOPTED on second reading this 2nd dayof April,2002. ATTEST: TERESA M.SOROKA.CMC CITY CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY: CITY ATTORNEY JEFFREY M.PERLOW,MAYOR City ofMiami gardens 1515-200 NW 167th Street Miami Gardens,Florida 33169 Mayor Shirley Gibson Vice MayorBarbara Watson Councilman Melvin L.Bratton CouncilmanAaronCampbell Jr. Councilwoman Sharon Pritchett Councilman Oscar Braynon II Councilman Andre Williams Agenda Cover Page Date:January 9,2008 Fiscal Impact:NoXYesc (Ifyes,explaininStaff Summary). Funding Source:N/A Contract/P.O.Requirement:Yes NoX Sponsor Name/Department: Danny Crew,City Manager Public hearing n Ordinance X Reading X Advertising requirement: Quasi-Judicial • Resolution X 2nd Reading c Yes D No Title An Ordinance of the CityCouncilof the CityofMiami Gardens,Florida,opting out of Miami-Dade County's Conflict of Interest and Code of Ethics Ordinance as it relates to the Cone of Silence with respect to communications regarding advertised purchasing solicitations;adding Section 23to Ordinance No.2005-10-48,the Purchasing Ordinance to provide fora Cone of Silence;providingfor penalties; providingfor instructions to the CityClerk:providingfor adoption of representations; repealing all ordinances and resolutions inconflict;providing a severability clause; providing for inclusion in code;providing an effective date. Staff Summary Miami-Dade County Ordinance 00-149 adopted on November 29,2000,relating to the Cone of Silence,amended Section 2-11.1 of the County's Conflict of Interest and Code of Ethics.The Cone of Silence sets forth the conditions under which communication may be made upon the advertisement for solicitation for goods,services,public works improvements,construction,and professional services.While we previously used the County's ordinance,the attached ordinance more specifically address issues impacting the City. The proposed ordinance defines the prohibitions,exceptions,commencement and termination of the Cone of Silence. Recommendation: Itis recommended that the City Council adopt this ordinance establishing the City's own Cone of Silence. To:Honorable Mayor,Vice Mayor &Village Council From:Charles Scurr,Village Manager /(J (J AGENDA ITEM XIA Date:January 5,2006 Re:Amending Conflict of Interest and Code ofEthics Law Ordinancefor2nd Reading REQUEST AN ORDINANCE OF THE MAYOR AND VILLAGE COUNCIL OF THE VILLAGE OF PALMETTO BAY,FLORIDA,RELATING TO ETHICS,AMENDINGCHAPTER_OFTHECODEOF ORDINANCES OF THE VILLAGE OF PALMETTO BAY,ENTITLED "CONFLICT OF INTEREST AND CODE OF ETHICS";PROHIBITING ACCEPTANCE OF TRAVEL EXPENSES FROM VILLAGE VENDORS;PROHIBITING VILLAGE PERSONNEL FROM PERFORMING CONTRACT RELATED DUTIES WHERE RELATIONSHIP EXISTED WITH VENDOR WITHIN TWO YEARS OF EMPLOYMENT WITH THE VILLAGE;PROVIDING FOR ORDINANCES IN CONFLICT,CODIFICATION,SEVERABILITY AND AN EFFECTIVE DATE. BACKGROUND AND ANALYSIS Asyou recall,thisOrdinance,passedonfirstreadingattheDecember5,2005Council meeting. This Ordinance strengthens theVillage's existing law. FISCAL/BUDGETARY IMPACT: None at this time. RECOMMENDATION ApprovetheproposedOrdinanceonsecondandfinalreading. x/./J 1 2 ORDINANCE NO. 3 4 AN ORDINANCE OF THE MAYOR AND VILLAGE COUNCIL OF 5 THE VILLAGE OF PALMETTO BAY,FLORIDA,RELATING TO 6ETHICS,AMENDING CHAPTER _OFTHECODEOF ORDINANCES 7OF THE VILLAGE OF PALMETTO BAY,ENTITLED "CONFLICT OF 8 INTEREST AND CODE OF ETHICS";PROHIBITING ACCEPTANCE 9OF TRAVEL EXPENSES FROM VILLAGE VENDORS;PROHIBITING 10 VILLAGE PERSONNEL FROM PERFORMING CONTRACT 11 RELATED DUTIES WHERE RELATIONSHIP EXISTED WITH 12 VENDOR WITHIN TWO YEARS OF EMPLOYMENT WITH THE 13 VILLAGE;PROVIDING FOR ORDINANCES IN CONFLICT, 14 CODIFICATION,SEVERABILITY AND AN EFFECTIVE DATE. 15 16 17 WHEREAS,theMayorandVillageCouncil of theVillage of PalmettoBay 18 established standards of ethical conductand behavior for village officials and personnel; 19 and, 20 21 WHEREAS,theMayorandVillageCouncilestablishedthevillage=sown 22proceduresandevidentiary standards fordeterminingcomplaints of ethicalviolations; 23and, 24 25 WHEREAS,Miami-Dade County has reviseditsethicscodeto preclude county 26personnelfromacceptingtravelexpenses from countyvendors;and, 27 28 WHEREAS,Miami-Dade County also soughttoclosea"loophole"related to 29contractual responsibilities;and, 30 31 WHEREAS,these modifications to the county code also apply tothe village;and, 32 Page 1 of 33 Additions shown by underlining and deletions shown by overstriking. 1 WHEREAS,in an effort to continue to strengthen the village's ethics code,the 2 village council seeks to amend its code to provide these additional safeguards to the 3village'soperations;and, 4 5 WHEREAS,the adoption ofa Conflict of Interest and Code of Ethics ordinance is 6inthebestinterests of the Village of PalmettoBay. 7 8BEIT ENACTED BYTHE MAYOR ANDVILLAGE COUNCIL OFTHE 9 VILLAGE OF PALMETTO BAY,FLORIDA,ASFOLLOWS: 10 11 Section 1.Chapter of the Code of Ordinances ofthe Village of Palmetto 12 Bay entitled "CONFLICT OF INTEREST AND CODE OF ETHICS"is amended to read 13 as follows: 14 Chapter 15 CONFLICT OF INTEREST AND CODE OF ETHICS ORDINANCE. 16 17 .1 Designation.This section shall be designated and known asthe "Village 18 of PalmettoBayConflict of Interest andCodeof Ethics Ordinance."This section 19shallbe applicable toallvillage personnel asdefined below,andshallalso 20 constitute a standard of ethical conduct and behavior for all autonomous 21personnel,quasi-judicialpersonnel,advisorypersonnelanddepartmental 22 personnel.Theprovisions of theVillage of Palmetto Bay Conflict of Interestand 23 Code of EthicsOrdinanceshallbeappliedina cumulative manner.Byway of 24example,andnotasalimitation,sections.03and.04maybeappliedtothe 25 same contract or transaction. 26 27 .2 Definitions.Forthe purposes of this section the following definitions shall 28 be effective: Page 2 of 33 Additions shownbyunderlininganddeletionsshownby overstriking. 1 (a)Theterms"councilmembers"and"villagecouncil"shallrefertothemayor 2 andthe members ofthevillage council. 3 (b)The term "autonomous personnel"shallrefertothemembers of 4 autonomous authorities,boardsandagencies,asmaybecreatedfromtime 5 to time. 6 7 (c)Theterm"quasi-judicialpersonnel"shallrefertothemembers of the 8 planningandzoningBoard,andtheotherindividuals,boardsandagencies 9 of the village asperformquasi-judicialfunctions. 10 11 (d)Theterm "advisory personnel"shallrefertothemembers of thosevillage 12 advisory boardsandagencies whose soleorprimaryresponsibilityisto 13 recommend legislation orgive advice tothe village council. 14 15 (e)Theterm"departmentalpersonnel"shallrefertothevillageclerk,the 16 village manager,departmentheads,thevillageattorney,andallassistantsto 17 thevillageclerk,villagemanagerandvillageattorney,howevertitled. 18 19 (f)Theterm "employees"shallrefertoallotherpersonnel employed bythe 20 village. 21 22 (g)The term "compensation"shallrefertoany money,gift,favor,thing of 23 value or financial benefit conferred,ortobe conferred,inreturnfor 24 services rendered or to be rendered. 25 26 (h)The term "controlling financial interest"shall refer to ownership,directlyor 27 indirectly,of 10%or more of the outstanding capital stock in any Page 3 of 33 Additions shown by underlining and deletions shown by overstriking. 1 corporation oradirectorindirectinterest of 10%ormoreinafirm, 2 partnership,orotherbusinessentityatthetime of transactingbusinesswith 3 the village. 4 5 (i)Theterm "immediate family"shallrefertothespouse,parents,children, 6 brothersandsisters of theperson involved. 7 8 (j)Theterm "transact any business"shall refertothe purchase orsalebythe 9 village of specificgoodsorservicesfor consideration andtosubmittinga 10 bid,a proposal in response toaRFP,astatement of qualifications in 11 response toarequestbythevillage,orenteringintocontract negotiations 12 forthe provision onanygoodsorservices,whichever firstoccurs. 13 14.3 Prohibition on transacting business with the village. 15 (a)No person included inthe terms defined in sections .02(a)through (f) 16 and (i)shall enter intoany contract or transact any business inwhichthat 17 person oramember of the immediate family hasa financial interest,direct 18 or indirect with the Village of Palmetto Bay or any person or agency acting 19 for the village,and any the contract,agreement or business engagement 20 enteredinviolation of thissectionshallrenderthe transaction voidable. 21 Willfulviolation of this section shallconstitute malfeasance inofficeand 22 shall affect forfeiture of office or position.This prohibition does not apply 23 to the provision of professional services by the village attorney,the village 24 planner or the village engineer.Nothing in this section shall prohibit or 25 make illegal (1)the payment of taxes,special assessments or fees for 26 services provided by the village government and (2)the purchase of bonds, Page 4 of 33 Additions shown by underlining and deletions shown by ovorotrilcing. 1 anticipation notes or other securities that maybe issued bythe village 2 throughunderwritersordirectlyfromtimetotime. 3 (b)Waiver ofprohibition.The requirements of thissectionmaybewaivedfor 4 a particular transaction onlyby four affirmativevotes of thevillagecouncil 5 afterpublichearinguponwrittenfindings of factthat: 6 (1)An open-to-allsealedcompetitiveproposalhasbeensubmittedby 7 avillagepersonasdefinedinsections.02(b),(c)and(d),or, 8 (2)The proposalhasbeensubmittedbyapersonorfirm offering 9 services within thescope of thepractice of architecture, 10 professionalengineering,orregisteredlandsurveying,as defined 11 bythelaws of theState of Floridaandpursuanttotheprovisions of 12 theConsultants=Competitive Negotiation Act,andwhenthe 13 proposalhas been submitted bya village person defined insection 14 (b),(c)and(d),or, 15 (3)The property orservicestobe involved inthe proposed transaction J 6 areuniqueandthevillagecannotavail itself of thepropertyor 17 services without enteringatransaction which would violate this 18 sectionbutfor waiver of itsrequirements,and 19 (4)Thattheproposedtransactionwillbeinthebestinterest of the 20 village. 21 (c)This sectionshallbe applicable onlytoprospectivetransactionsandthe 22 villagecouncilmayinnocaseratifyatransactionenteredinviolation of 23 this section. 24 25 (d)Provisions cumulative.This section shallbe taken tobe cumulative and 26 shallnotbeconstruedtoamendor repeal anyotherlawpertainingtothe 27 same subject matter. Page 5 of 33 Additionsshownby underlining and deletions shownby ovonflriking. 1 2.4 Further prohibition on transacting business with the village.No person 3 includedinthetermsdefinedin sections _.02(a)through(f)and(i)shall 4 enter intoany contract or transact any business through a firm, 5 corporation,partnership or business entity in which that person orany 6 member of the immediate familyhasa controlling financial interest, 7 directorindirect,withthevillageoranypersonoragencyactingforthe 8 village,and anythe contract,agreement or business engagement entered 9 in violation of thissectionshallrender die transaction voidable.The 10 remaining provisions of section .03 will also be applicable tothis 11 sectionas though incorporated byrecitation. 12 13 Additionally,no person included inthetermdefinedinsection.02(a) 14 shallvoteonor participate inanywayinanymatterpresentedtothe 15 village council if that person hasany of the followingrelationships with 16 any of the persons or entities whichwouldbeormightbedirectlyor 17 indirectlyaffectedbyanyaction of thevillage council:(i)officer, 18 director,partner,of counsel,consultant,employee,fiduciary or 19 beneficiary;or(ii)stockholder,bondholder,debtor,or creditor,if inany 20 instancethetransactionormatterwould affect thepersondefinedin 21 section.02(a)inamannerdistinctfromthemannerin which itwould 22 affect thepublic generally.Any personincludedinthetermdefinedin 23 section .02(a)who hasany of the specified relationshipsor who would 24 or might,directlyorindirectly,realizeaprofitbytheaction of thevillage 25 councilshallnotvoteonorparticipateinanywayinthematter. 26 (a)Prohibition on acceptance of travel expenses from village vendors. 27 Notwithstanding anyother provision of this section,no person included Page 6 of 33 Additions shownbyunderlininganddeletionsshownbyoverstriking. 1 insubsections .02(a),.02(e)and.02(f)shall accept,directlyor 2 indirectly,anytravelexpensesincluding,but not limited to, 3 transportation,lodging,meals,registrationfeesand incidentals fromany 4 village contractor,vendor,serviceprovider,bidderor proposer.The 5 villagecouncil may waive therequirements of thissubsection bv a 6 majorityvote of the council Theprovisions of thissubsection(a)shall 7 notapplytotravelexpensespaidbvothergovernmentalentitiesorby 8 organizations of which the village isa member if thetravelisrelatedto 9 that membership. 10 (b)Prohibition onvillageemployeesanddepartmentalpersonnelperforming 11 contract-related duties.Nopersonincludedinsubsections.02(e)and 12 .02(f),whowaspreviouslyemployed by orheldacontrolling 13 financial interestina for-profit firm,partnership orotherbusinessentity 14 (hereinafter '"business entity")shall,foraperiod of twoyearsfollowing 15 termination of hisorherpriorrelationship with thebusinessentity, 16 perform any village contract-relateddutiesregardingthe business entity, 17 or successor in interest where the business entity isa village bidder, 18 proposer,serviceprovider,contractororvendor.As usedinthis 19 subsection (b),"contract-related duties"include,but are not limited to, 20 serviceasa member of avillagecertification,evaluation,selection, 21 technicalrevieworsimilarcommittee:approvalorrecommendation of 22 award of contract:contract enforcement,oversightor administration; 23 amendment extension or termination of contract;or forbearance 24 regarding any contract.Notwithstanding the foregoing,the provisions of 25 this subsection (b)shallnotapplytothevillage manager. 26 27 Page 7 of 33 Additionsshownby underlining and deletions shownby overstriking. 1 _.5 Gifts. 2 (a)Definition.The term "gift"shall refer to the transfer of anything of 3 economic value,whether in the form of money,service,loan,travel, 4 entertainment,hospitality,item or promise,or in any other form,without 5 adequate and lawful consideration. 6 7 (b)Exceptions.The definition of the term "gift"of section _.05(a)shall not 8 apply to: 9 (1)Political contributions specifically authorized by State law; 10 (2)Gifts from relatives or members of one=s household,unless the 11 person isa conduit on behalf ofa third party tothe delivery ofa 12 gift thatisprohibitedunder section .5(c); 13 (3)Awardsfor professional orcivicachievement; 14 (4)Material such as books,reports,periodicals or pamphlets which are 15 solelyinformationalor of anadvertisingnature. 16 (5)Gifts solicited by village employees or departmental personnel on 17 behalf of the village inthe performance of theirofficial duties for 18 usesolelybythevillageinconductingitsofficialbusiness. 19 (6)Giftssolicitedbycommissionmembersonbehalf of thevillagein 20 theperformance of theirofficialdutiesforusesolelybythevillage 21 in conducting itsofficialbusiness. 22 23 (c)Prohibitions.Apersondescribedin section .02(a)through (f)shall 24 neither solicitnordemandanygift.Itisalso unlawful foranypersonor 25 entity tooffer,giveoragreetogivetoanyperson included inthe terms 26 defined in section .02(a)through(f)orforanyperson included in the Page 8 of 33 Additions shownbyunderlininganddeletionsshownbyoverstriking. 1 termsdefinedinsection.02(a)through(f)toacceptoragreetoaccept 2 fromanotherpersonorentity,anygiftfororbecauseof: 3 (i)anofficialpublic action taken,ortobetaken,orwhichcouldbe 4 taken,oran omission or failure totakeapublicaction; 5 (ii)alegaldutyperformedortobeperformed,orwhichcouldbe 6 performed,oranomissionor failure toperformalegalduty; 7 (iii)alegaldutyviolatedortobeviolated,orwhichcouldbeviolated 8 byanypersonincludedintheterm defined in section .02(a);or, 9 (iv)attendanceorabsencefromapublic meeting atwhich official 10 action is to be taken. 11 12 (d)Disclosure.Any personincludedinthetermdefinedinsection.02(a) 13 through(f)shalldiscloseanygift,orseries of gifts,receivedfromanyone 14 personorentityduringthe village's fiscal year,havingavalueinexcess of 15 $25.00in compliance with theMiami-Dade County EthicsCode,section2- 16 11.1,etseq.Thedisclosureshallbemadebyfilingacopy of thedisclosure 17 formrequiredbychapter 112,Florida Statutes,for"local officers"withthe 18 villageclerk simultaneously with thefiling of theform with theClerk of 19 Miami-Dade County and with theFloridaSecretary of State. 20 21 .6 Compulsory disclosureby employees offirmsdoingbusiness with the 22 village.Shouldanypersonincludedintheterms defined insection 23 .02(a)through(f)be employed byacorporation,firm,partnershipor 24 business entity inwhichthatpersonorthe immediate familydoes not 25 havea controlling financialinterest,andshouldthecorporation,firm, 26 partnership or business entity have substantial business commitments to 27 orfromthe village orany village agency,orbe subject todirect Page 9 of 33 Additionsshownbyunderlininganddeletionsshownbyoverstriking. 1 regulation by the village or a village agency,then the person shall file a 2 sworn statement disclosing the employment and interest withtheClerk 3 ofthe Village of PalmettoBay. 4 5.7 Exploitation of official position prohibited.No person included inthe 6 termsdefinedinsection _.02(a)through (f)shalluseorattempttouse 7 hisorherofficial position to secure special privileges orexemptionsfor 8 thatpersonorothersexceptasmaybespecificallypermittedbyother 9 ordinancesorresolutionsenactedorapprovedbythemayorandvillage 10 council. 11 12 .8 Prohibitiononuse of confidential information.Nopersonincludedin 13 theterms defined insection.02(a)through(f)shallaccept 14 employment orengageinanybusinessorprofessional activity which he 15 orshemightreasonablyexpectwouldrequireorinducethatpersonto 16 disclose confidentialinformationacquiredbyreason of an official 17 position,norshallthatpersoninfacteverdisclose confidential 18 information garnered orgained through anofficialpositionwiththe 19 village,nor shall that person everusethe information,directly or 20 indirectly,for personal gain orbenefit. 21 22 .9 Conflicting employment prohibited.No person included intheterms 23 definedin section .02(a)through (f)shall accept otheremployment 24 whichwould impair independence of judgment inthe performance of 25 anypublic duties. 26 27 Page 10 of 33 Additions shown by underlining and deletions shown by ovorstriking. 1 2 .10 Prohibitiononoutside employment. 3 (a)Nopersonincludedinthetermsdefinedinsection.02(e)and (f)shall 4 receiveanycompensationforservicesasan officer or employee of the 5 villagefromanysourceotherthanthevillage,except asmaybe 6 permitted asfollows: 7 (1)GenerallyprohibitedNofull-timevillage employee shallaccept 8 outsideemployment,eitherincidental,occasionalorotherwise, 9 where village time,equipment ormaterialistobeusedorwhere 10 the employment oranypart thereof istobeperformedonvillage 11 time. 12 (2)When permitted.Afull-time village employee may accept 13 incidentaloroccasionaloutside employment solongasthe 14 employment isnot contrary,detrimentaloradversetotheinterest 15 ofthevillageorany of itsdepartmentsandtheapprovalrequiredin 16 paragraph (3)isobtained. 17 (3)Approval of departmenthead required.Any outside employment 18 byanyfull-timevillageemployeemustfirstbeapprovedinwriting 19 bytheemployee=sdepartmentheadwhoshallmaintainacomplete 20 record ofthe employment. 21 (4)Penalty.Any personconvicted of violating anyprovision of this 22 sectionshallbepunishedasprovidedinSection 1-11 of theCode of 23 Miami-Dade County and,inadditionshall be subject todismissal by 24 the appointing authority.The village may alsoassessagainsta 25 violator afine not to exceed $500.00and the costs of investigation 26 incurred by the village. 27 Page 11 of 33 Additionsshownbyunderlininganddeletionsshownbyoverstriking. 1 (b)All full-time village employees engaged in any outside employment for 2 any person,firm,corporation or entity other than the Village of Palmetto 3 Bay,or any of its agencies or instrumentalities,shall file,under oath,an 4 annual report indicating the source of the outside employment,the nature 5 of the work being done and any amount of money or other consideration 6 received bythe employee from the outside employment.Village 7 employee reports shall be filed with the village clerk.The reports shall 8 be available ata reasonable timeandplaceforinspectionbythepublic. 9 The village manager may require monthly reports from individual 10 employeesorgroups of employees for goodcause. 11 12 .11 Prohibited investments.No person included inthe terms definedin section 13 .02(a)through (f)oramemberofthe immediate family shall have 14 personal investmentsinany enterprise whichwillcreatea substantial 15 conflict between privateinterestsandthepublicinterest. 16 17 .12 Certain appearances and payment prohibited. 18 (a)Noperson included inthetermsdefinedin section .02(a),(e)and(f) 19 shallappear before anyvillageboardor agency and make apresentation 20 on behalf of athirdpersonwithrespecttoanymatter,license,contract, 21 certificate,ruling,decision,opinion,rateschedule,franchise,orother 22 benefitsoughtbythethird person.Norshallthepersonreceiveany 23 compensationorgift,directlyorindirectly,forservicesrenderedtoathird 24 person,whohasappliedfororisseekingsomebenefitfromthevillageor 25 avillageagency,inconnectionwiththeparticular benefit soughtbythe 26 thirdperson.Norshallthepersonappearinanycourtor before any 27 administrative tribunal ascounselor legal advisortoapartywhoseeks Page 12 of 33 Additions shownbyunderlininganddeletionsshownbyoverstriking. 1 legal relief from the village ora village agency through the suit in 2 question. 3 4 (b)No person included inthe terms defined in section .02 (b),(c)and (d) 5 shall appear before the village council or agency onwhichthe person 6 serves,eitherdirectlyor through an associate,and makea presentation 7 onbehalf of athird person with respect toany matter,application fora 8 permit,license,contract,certificate,ruling,decision,opinion,rate 9 schedule,franchise,orotherbenefitsoughtbythethirdperson.Nor 10 shall the person receive any compensation orgift,directly or indirectly, 11 forservicesrenderedtoathirdpartywhohasappliedfororisseeking 12 some benefit fromthevillagecounciloragencyon which theperson 13 servesinconnectionwiththe particular benefitsoughtbythethird party. 14 Nor shall the person appear in any court or before any administrative 15 tribunal ascounselor legal advisor toathirdpartywhoseeks legal relief 16 from the village council or agency on which the person serves through 17 the suitin question. 18 19 .13 Actions prohibited when financial interests involved.No person included 20 inthetermsdefinedin section _.02(a)through (f)shall participate in 21 any official action directly or indirectly affecting a business in which that 22 person orany member of the immediate family has a financial interest. 23 A financial interestisdefinedasaspecial financial interest,director 24 indirect,asthattermisusedinsection4.03 of the county's charter,oras 25 a financial interest as defined in section 769 of the Restatement of the 26 Law of Torts asan investment or something in the nature of an 27 investment.This sectionshallnot prohibit an official or employee from Page 13 of 33 Additions shown by underlining and deletions shown by overstriking. 1 taking official action (1)to promote tourism,development or 2 redevelopment within the village or any portion of the village,or (2)to 3 authorize the expenditure of public funds for promoting tourism, 4 development or redevelopment so long as no public funds are to be paid 5 to the person or a member of his or her immediate family or to any 6 business in which he,she or a member of his or her immediate family 7 hasafinancialinterest. 8 9 .14 Acquiring financial interests.No person included in the terms defined 10 in section _.02(a)through (f)shall acquire a financial interest ina 11 project,business entity or property at a time when the person believes or 12 has reason to believe that the financial interest maybe directly affected 13 byofficial actions of thevillage. 14 15 .15 Recommending professional services.No person included in the terms 16 defined in section .02(a)through (f)may recommend the services ofany 17 lawyer or law firm,architect or architectural firm,public relations firm,or 18 any other person or firm,professional or otherwise,to assist in any 19 transaction involvingthevillageorany of its agencies,provided thata 20 recommendation may properly bemadewhen required tobemadebythe 21 duties of officeandinadvanceatapublicmeetingattended by othervillage 22 officials,officers or employees. 23 24 .16 Continuingapplicationaftervillageservice. 25 (a)Nopersonincludedinthetermsdefinedinsection.02(a),(e)and(f) 26 shall,fora period of two yearsafterhisorher village service or 27 employment hasceased,lobbyanyvillageofficial [as defined insection Page 14 of 33 Additionsshownbyunderlininganddeletionsshownbyoverstriking. L 1 .02(a)through(f)]in connection withanyjudicial,quasi-judicial or 2 otherproceeding,application,RFP,RFQ,bid,requestforrulingorother 3 determination,contract,claim,controversy,charge,accusation,arrestor 4 otherparticularsubjectmatterinwhichtheVillage of PalmettoBayorone 5 of itsagenciesisapartyorhasanyinterestwhatever,whether director 6 indirect.Additionally,nopersonwhohasservedontheplanningand 7 zoningboardshall,foraperiod of twoyearsafterhisorherservicehas 8 ceased,lobby anyvillageofficialon behalf of anapplicantfora 9 development permitor appear inanyjudicialproceedingon behalf of any 10 partyotherthanthevillage.Nothingcontainedinthissectionshall 11 prohibitanyindividualfromsubmittingaroutineadministrativerequestor 12 applicationtoavillage department oragencyduringthetwo-yearperiod 13 after his or her service has ceased. 14 15 (b)The provisions of thesection shall notapplytopersonswho become 16 employedby governmental entities,501(c)(3)non-profitentitiesor 17 educationalinstitutionsorentities,and who lobbyon behalf of those 18 entities in their official capacities. 19 20 _.17 Lobbying. 21 (a)As usedinthissection "lobbyist"meansall employees,persons,firms,or 22 corporations employed or retained byaprincipalwhoseekstoencourage 23 thepassage,defeat,or modifications of (1)anyordinance,resolution, 24 actionordecision of thevillagecouncil;(2)anyaction,decision, 25 recommendation of anyvillagemanager,village boardor committee;or 26 (3)anyaction,decision or recommendation of village personnelduringthe 27 time period of theentire decision-making process ontheaction,decision Page 15 of 33 Additions shownbyunderlininganddeletionsshownbyoveratriking. 1 or recommendation which foreseeably willbe heard or reviewed bythe 2 village council,or a village board or committee."Lobbyist"specifically 3 includes the principal as well as any employee whose normal scope of 4 employment includes lobbying activities.The term "lobbyist"specifically 5 excludesthe following persons:lobbyists hiredbythevillagewho are to 6 communicate with village personnel inthe course of performing under 7 their contracts;attorneys or other representatives retained oremployed 8 solely for the purpose of represent individuals,corporations or other 9 entities during publicly noticed quasi-judicial proceedings wherethelaw 10 prohibitsex-partecommunications;expertwitnesseswhoonlyprovide 11 scientific,technicalorotherspecializedinformationortestimonyatpublic 12 meetings;anypersonwhoonly appears asarepresentative of a 13 neighborhood association without compensationorreimbursementforthe 14 appearance,whether direct indirect,or contingent toexpresssupport of or 15 opposition toanyitem;and employees of aprincipal whose normalscope 16 of employment doesnotincludelobbyingactivities. 17 (b)All lobbyistsshallregisterwiththevillageclerkwithinfivebusinessdays 18 of being retained asa lobbyist orbefore engaging inanylobbying 19 activities,whichever shall come first.Everypersonrequiredtoregister 20 shall: 21 (1)Registeron forms prepared bythevillage clerk; 22 (2)Stateunderoathhisorhername,businessaddressandthename 23 and business address of each person or entity which has employed 24 the registrant to lobby.Ifthe lobbyist represents a corporation,it 25 shall also be identified.Without limiting the foregoing,the 26 lobbyist shall also identifyall persons holding,directly or 27 indirectly,afivepercentormore ownership interestinthe Page 16 of 33 Additions shown by underlining and deletions shown by overstriking. 1 corporation,partnership,or trust.Annual registration of all 2 lobbyists shall be required prior to January 15th of the applicable 3 yearandeach person whowithdrawsasalobbyistfora particular 4 clientshallfilean appropriate notice of withdrawal.Thefeefor 5 annual registration shall be$490.00.Inaddition,every registrant 6 shallberequiredtostatetheextent of anybusinessorprofessional 7 relationshipwithany current persondescribedinsubsection 8 .02(a).The registration fees required bythis section shallbe 9 depositedbythevillageclerkintoa separate accountandshallbe 10 expendedforthe purpose of recording,transcribing,administration 11 andothercostsincurredin maintaining these recordsfor 12 availabilitytothepublic.Unexpendedfundsmaybe transferred to 13 general revenue attheendofthe fiscal year.There shall benofee 14 required for filing anotice of withdrawal andthevillagecouncil 15 may,inits discretion,waivethe registration feeupona finding of 16 financialhardship. 17 (4)Prior to conducting any lobbying,all principals must file a form 18 withthevillageclerk,signedbythe principal ortheprincipal's 19 representative,statingthatthelobbyistisauthorizedtorepresent 20 the principal.Failure ofa principal to file the form required bythe 21 preceding sentence maybe considered inthe evaluation ofabidor 22 proposal as evidence thata proposer or bidder isnota responsible 23 contractor.Each principal shall filea form withthevillageclerkat 24 thepointintimeatwhichalobbyistisnolongerauthorizedto 25 representtheprincipal. 26 (5)Every lobbyist andprincipal of alocal business shallsign-in with 27 thevillageclerkeachtimeheorshe meets with villagepersonnel Page 17 of 33 Additions shown byunderlininganddeletions shown by overstriking. 1 at a village facility,or shall deliver a memorandum of meeting to 2 the village clerk within 24 hours of meeting with village personnel 3 at another location,and shall inform the village clerk,in writing,of 4 the:(1)name of the lobbyist or the principal of the local business; 5 (2)the village personnel;(3)the time and place of the meeting;and 6 (4)the issue to be discussed.The issue shall be described with as 7 much detail as is practical,including butnot limited toa specific 8 description where applicable toa pending request for a proposal, 9 invitationtobid,orpublichearingitem. 10 11 (c)(1)Any public officer,employee or appointee who only appears inhis 12 orherofficialcapacity shall notbe required to register asa 13 lobbyist. 14 (2)Any person whoonly appears inhisorher individual capacity for 15 thepurpose of self-representation andany principal of alocal 16 businesswho appears withoutcompensationor reimbursement, 17 whetherdirect,indirectorcontingent,toexpresssupport of or 18 opposition toany item,shallnotberequiredtoregisterasa 19 lobbyist. 20 21 (c)Any person who appearsasarepresentativeforan individual orfirmfor 22 anoralpresentation before avillage certification,evaluation,selection, 23 technical review orsimilar committee,shalllistonan affidavit provided 24 bythevillageallindividualswhomay make apresentation.The affidavit 25 shallbe filed by staff withthevillageclerk'sofficeatthetimethe proposal 26 is submitted.Forthepurpose of this section only,thelisted members of 27 thepresentationteamshallnotberequiredtopayanyregistrationfees.No Page 18 of 33 Additionsshownby underlining anddeletionsshownbyoverstriking. 1 person shall appear before any committee on behalf of an individual or 2 firmunlessheorshehasbeenlistedaspart of thefirm'spresentationteam 3 pursuant tothis paragraph or unless heorsheis registered withthe village 4 clerk's office andhaspaidallapplicablefees. 5 6 (eX 1)Between January 2nd and 15th of each year,the lobbyist shall submit 7 tothevillageclerkasigned statement underoathlisting all lobbying 8 expenditures inexcess of $25.00 for the preceding calendar year.A 9 statement shallbefiled even if there have beenno expenditures during the 10 reporting period.The statement shall listin detail each expenditure by 11 category,including food and beverage,entertainment research, 12 communication,media advertising,publications,travel,lodgingand special 13 events. 14 (2)The village clerk shall notify any lobbyist who fails totimely file an 15 expenditure report.In addition to any other penalties which maybe 16 imposed,a fine of $50.00 per day shall be assessed for reports filed after 17 thedue date.Whereafine of $50.00perdayisassessed,theEthics 18 Commission shall not impose an additional fine as provided in section 2- 19 ll.l(u)of thecounty code.Any lobbyist who fails tofilethe required 20 expenditure report by September 1st shall be automatically suspended from 21 lobbying until all fines are paid unless the fine has been appealed tothe 22 Miami-DadeCountyCommissiononEthics. 23 (3)Thevillageclerk shall notifythe Miami-Dade County Commission 24 onEthics of the failure of alobbyistorprincipaltofileareportand,or,pay 25 the assessed fines after notification. 26 (4)A lobbyist orprincipalmayappealafineand may requesta 27 hearingbeforetheMiami-Dade County Commission onEthics.A Page 19 of 33 Additions shownbyunderlininganddeletionsshownbyoverstriking. 1 request for a hearing on the fine must be filed with the Miami- 2 Dade County Commission on Ethics within 15 calendar days of 3 receipt of the notification of the failure to file the required 4 disclosure form.The Miami-Dade County Commission on Ethics 5 and Public Trust shall have the authority to waive the fine,in 6 whole or part,based on good cause shown.The Commission on 7 Ethics and Public Trust shall have the authority to adopt rules of 8 procedure regarding appeals. 9 10 (e)The village clerk shall publish logs on a quarterly and an annual basis 11 reflecting the lobbyist registrations which have been filed in accordance 12 withthis subsection .17.All logs required bythis ordinance shall be 13 prepared ina manner substantially similar tothe logs prepared for the 14 Florida Legislature pursuant toSection 11.045,Florida Statutes. 15 16 (f)The Florida CommissiononEthics shall investigateany person engaged in 17 lobbying activities whomaybein violation of this chapter.Intheevent 18 thataviolationisfoundtohavebeen committed,thepersonshallbe 19 prohibited from lobbying beforethe village councilorany committee, 20 boardorpersonnel of thevillageonthesubjectthatresultedinafinding of 21 a violation,andbesubjecttothepenaltiessetforthinthischapter. 22 Additionally,every lobbyistwhoisfoundtobeinviolation of thissection 23 shallbeprohibitedfromregisteringasa lobbyist or lobbying inaccordance 24 25 26 with the following schedule: •First violation foraperiod of 90daysfromthedate of determination of violation; Page 20 of 33 1 •Secondviolationforaperiod of oneyearfromthedate of 2 determination of violation; 3 •Thirdviolationforaperiod of fiveyearsfromthedate of 4 determination of violation. 5 A bidder orproposershallbe subject tothe debarment provisions of 6 Section 10-38 of theCode of Miami-Dade County as if thebidderorproposer 7wereacontractorwherethebidderorproposerhas violated thissection,either 8 directly or indirectly orany combination thereof,onthreeor more occasions.As 9used herein,a "direct violation"shallmeana violation committed by the bidder or 10proposerandan"indirectviolation"shallmeanaviolation committed by a 11 lobbyist representing thebidderorproposer.Acontractenteredintoin violation of 12this section shallalsorenderthecontractvoidable.The village managershall 13includethe provisions of this section inall village bid documents,RFP,RFQ, 14 CBO and CDBG applications;provided,however,the failuretodososhallnot 15 renderany contract entered intoastheresult of thefailureillegal per se. 16 17 (g)All members of the village council,andall village personnel,shallbe 18 diligent toascertainwhetherpersonsrequiredtoregisterpursuanttothis 19 section have complied.Village council members or village personnel may 20 not knowingly permitaperson who isnotregisteredpursuanttothis section 21 to lobby the village council members,or committee,boardor village 22 personnel. 23 24 (h)Except as otherwise providedin subsection .17(g)the validity of any 25 actionordetermination of thevillagecouncil members or village personnel, 26 boardor committee shallnotbe affected by thefailure of anypersonto 27 comply withtheprovisions of this subsection .17. Page 21 of 33 Additionsshownby underlining and deletions shownby overstriking. 1 (i)Commencing on the effective date of this ordinance,and between January 2 2 and 15 of every year thereafter,each lobbyist shall disclose the terms and 3 amount of compensation paid by each principal to the lobbyist.The 4 principal shall also disclose the terms and amount of compensation paid to 5 every lobbyist retained or employed by the principal.No person may,in 6 whole orin part,pay,give or agree to pay or give a contingency fee toa 7 lobbyist.No lobbyist may,in whole or in part,receive or agree to receive a 8 contingency fee.As used herein,"contingency fee"means a fee,bonus, 9 commission,or non-monetary benefit paid or promised as compensation 10 whichis dependent onorinanyway contingent onthe passage,defeator 11 modificationof:(1)any ordinance,resolution,actionordecision of the 12 village council;(2)any action,decision orrecommendation of anyvillage 13 manager,villageboardorcommittee;or(3)anyaction,decisionor 14 recommendation of villagepersonnelduringthe time period of theentire 15 decision-making processregardingtheaction,decisionor recommendation 16 which foreseeablywillbeheardorreviewed by the village council,ora 17 village boardor committee. 18 19 _.18 Cone ofSilence. 20 (a)Contractsfortheprovision of goodsandservices. 21 (1)"Cone of Silence"isherebydefinedtomeana prohibition on: 22 A.any communication regarding a particular RFP,RFQ,orbid 23 between a potential vendor,service provider,bidder,lobbyist, 24 or consultant and the village's professional staff including, 25 butnot limited to,the village manager and hisorher staff; 26 B.any communication regarding a particular RFP,RFQ,orbid 27 between the mayor or village council members and any Page 22 of 33 Additionsshownby underlining and deletions shownby overstriking. 1 member of thevillage's professional staff including,butnot 2 limitedto,thevillagemanagerandhisorherstaff; 3 C.any communication regarding a particular RFP,RFQ orbid 4 betweena potential vendor,service provider,bidder,lobbyist, 5 orconsultantandanymember of theselection committee 6 therefor; 7 D.any communication regarding a particular RFP,RFQorbid 8 betweenthemayor,villagecouncilmembersandanymember 9 of the selection committee; 10 E.anycommunication regarding a particular RFP,RFQorbid 11 betweena potential vendor,service provider,bidder,lobbyist, 12 orconsultantandthemayororvillagecouncilmembers;and 13 F.any communication regarding a particular RFP,RFQorbid 14 betweenanymember of thevillage's professional staff and 15 anymember of the selection committee.Thevillagemanager 16 andthe chairperson of theselectioncommitteemay 17 communicateabouta particular selectioncommittee 18 recommendation,butonlyafterthecommitteehassubmitted 19 anawardrecommendationtothevillagemanagerandprovided 20 thatshouldanychangeoccurinthecommittee 21 recommendation,the content of the communication and of the 22 corresponding change shall be described inwritingandfiled 23 bythevillagemanagerwiththevillageclerkandbeincluded 24 inanyrecommendationmemorandumsubmittedbythevillage 25 manager tothe village council. 26 Notwithstanding the foregoing,the cone of silence shall not apply to: 27 A.communications with the village attorney andhisorher staff; Page 23 of 33 Additions shown byunderlininganddeletions shown byoverstriking. 1 B.duly noticed site visits to determine the competency of 2 bidders regarding a particular bid during the time period 3 between the opening of bids and the time the village manager 4 makeshisorher written recommendation; 5 C.any emergency procurement of goods or services; 6 D.communication regarding a particular RFP,RFQ orbid 7 between any person and the contracting officer responsible 8 for administering the procurement process for the RFP,RFQ 9 orbid,provided the communication is limited strictly to 10 matters of process or procedure already contained inthe 11 correspondingsolicitation document. 12 13 (2)Procedure. 14 A.Acone of silenceshallbeimposeduponeachRFP,RFQand 15 bid after the advertisement of the RFP,RFQ orbid.At the 16 time of imposition of thecone of silence,thevillage manager 17 orhisorher designee shall provideforpublicnotice of the 18 cone of silence.Thevillagemanagershallissueawritten 19 noticetotheaffecteddepartments,fileacopy of thenotice 20 withthevillageclerk,withacopytothemayorandeach 21 village council member,andshall include inany public 22 solicitationforgoodsandservicesastatementdisclosingthe 23 requirements of thisordinance.Notwithstanding anyother 24 provision of thissection,the imposition of acone of silence 25 onaparticularRFP,RFQorbidshallnotpreclude staff from 26 obtaining industry comment or performing market research, 27 provided all communications related thereto between a Page 24 of 33 Additionsshownby underlining and deletions shownbyoverstriking. 1 potential vendor,service provider,bidder,lobbyistor 2 consultantandanymember of thevillage'sprofessional staff 3 including,butnotlimitedto,thevillagemanagerandhisor 4 herstaff,are inwritingoraremadeatadulynoticedpublic 5 meeting. 6 B.The cone of silence shall terminate atthe time the village 7 managermakeshisorherwrittenrecommendationtothe 8 village council;provided,however,that if thevillagecouncil 9 refersthevillage manager's recommendationbacktothe 10 village manager orstaff for further review,thecone of silence 11 shallbe re-imposed untilthetimeasthevillage manager 12 makes asubsequentwrittenrecommendation. 13 14 (3)Exceptions.The provisions of this ordinance shall notapplyto 15 oralcommunicationsatpre-bidconferences,oral presentations 16 beforeselectioncommittees,contractnegotiationsduringanyduly 17 noticedpublic meeting,public presentations madetothevillage 18 council during anydulynoticedpublicmeetingor communications 19 in writing at any timewithanyvillage employee,official or 20 member of the village council unless specifically prohibited bythe 21 applicable RFP,RFQorbid documents.Thebidderor proposer 22 shallfileacopy of any written communication withthevillage 23 clerk.Thevillageclerkshallmakecopies available toanyperson 24 upon request. 25 26 (b)Penalties.Inadditiontothepenaltiesprovidedinthischapterand 27 Miami-Dade County codesections 2-11.1 (s)and(v),violation of this Page 25 of 33 Additions shown byunderlininganddeletions shown byoverstriking. 1 section by a particular bidder or proposer shall render any RFP award,RFQ 2 award or bid award to the bidder or proposer voidable.Any person who 3 violates a provision of this ordinance shall be prohibited from serving on a 4 village competitive selection committee.In addition to any other penalty 5 provided by law,violation of any provision of this ordinance bya village 6 employee shall subject the employee to disciplinary action up to and 7 including dismissal.Additionally,any person who has personal knowledge 8 of a violation of this ordinance shall report the violation totheState 9 Attorney and,or,may file a complaint withthe Miami-Dade County 10 Commission on Ethics. 11 12 .19 Village attorney to render opinions on request.Whenever any person 13 includedinthetermsdefinedinsection.02(a)through(f)and 14 paragraph (b)(9)section (i)isin doubt as tothe proper interpretation or 15 application of thisconflict of interest andcode of ethics ordinance,or 16 wheneverany person who renders services tothevillageisindoubtasto 17 theapplicability of the ordinance,thatpersonmaysubmittothevillage 18 attorneyafullwrittenstatement of thefactsandquestionstobe 19 determined.The villageattorneyshall then renderanopiniontothe 20 personandshallpublishtheseopinions without use of thename of the 21 personadvisedunlessthepersonpermitstheuse of aname. 22 23 .20 Determination oflegalsufficiency ofacomplaint.An investigation of an 24 allegedviolationbyanypersonincludedinthetermsdefinedinsubsections 25 .02(b)through(f)and(i),exceptthevillagemanagerandthevillage 26 attorneyandtheir immediate family,shallbeinitiated upon receiptbythe 27 villagemanager of awrittencomplaint which allegestheelements of a Page 26 of 33 Additionsshownby underlining anddeletionsshownby overstriking. 1 violation,isbasedsubstantiallyuponthepersonalknowledge of the 2 complainantandsignedunderoathoraffirmationbythecomplainingperson, 3 andislegally sufficient tostateapossible violation of thischapter.Within5 4 daysafterreceipt,thevillagemanagershallsendacopy of acomplainttothe 5 alleged violator.The village attorney shall make the determination of legal 6 sufficiency within 20days.If thecomplaintis determined tobelegally 7 insufficient the village attorneyshallstatethereasonsforthefindingin 8 writing andreportthedeterminationtothe complainant,theallegedviolator, 9 or respondent,and the village council. 10 11 .21 Complaints against mayor,commissionmemberor appointed village 12 official.A complaint againstthemayor,acouncil member,villagemanager, 13 or village attorneyandtheir immediate family may bereferredtothe Miami- 14 Dade County Commission on Ethics,or may be addressedas provided in this 15 section with appropriate provision madebythe village council forthefairand 16 effective investigation and determination of issues. 17 18 .22 Probable causedetermination.Apreliminary investigation of alegally 19 sufficient complaint shallbe undertaken bythe village attorneyto determine 20 whether thereisprobablecauseto believe thata violation hasoccurred.If, 21 upon completion of thepreliminaryinvestigation,thevillageattorneyfindsno 22 probablecauseto believe thata violation has been committed,thevillage 23 attorney shall dismiss the complaint with theissuance of areporttothe 24 complainant,the respondent andthevillage council.If the village attorney 25 findsfromthepreliminaryinvestigationprobablecausetobelievethata 26 violation hasbeen committed,heorsheshall notify,via certified mail,the 27 complainant andtherespondentinwriting. Page 27 of 33 Additions shownbyunderlininganddeletionsshownby overstriking. 1 2 .23 Investigations.Investigations shall be conducted by the village attorney, 3 with assistance from a department head or other department personnel if 4 requested of the village manager by the village attorney.Investigations shall 5 be limited tothe allegations ofthe complaint,but shall include an 6 investigation of all facts and persons materially related tothe complaint at 7 issue. 8 9 .24 Public Records.The complaint,all proceedings andother records 10 relating tothe preliminary investigation shall be public records under the 11 provisions of chapter 119,Florida Statutes,unless otherwise specifically 12 exempt chapter 119. 13 14 .25 Subpoenas.Thevillageattorneyshallbe empowered to make 15 applicationtoanycircuitcourt of thisstate which shallhavejurisdictionto 16 order witnesses toappearandtoproduceevidence,ortogive testimony 17 touching onanyissueinquestionatanystage of the proceeding on a 18 complaint.Any personwho fails toobeytheordermaybepunishedinacourt 19 of law. 20 21 .26 Final hearing on complaint.Thevillageattorneymayscheduleafinal 22 public hearing ona complaint before thevillage manager.Adequate notice 23 shall begiventothe complainant and the respondent.Adequate notice shall 24 be presumed tobeat least 10-days advanced notice of hearing.The 25 complainant shall present the case first.Respondent may then present its 26 defense. 27 Page 28 of 33 Additionsshownby underlining and deletions shownby overstriking. 1 (a)Thecomplainantandrespondentshallhavetherightstopresent 2 evidence relevanttothecomplaint,to cross-examine andimpeach 3 witnessesandtopresent rebuttal evidence.Thevillage,throughthevillage 4 attorney,orhisorherdesignee,maypresent additional evidence,cross- 5 examine and impeach witnesses andpresentrebuttal evidence. 6 7 (b)Finalhearingsshall not be conducted accordingto technical rules 8 relatingto evidence and witnesses.Any relevant evidence may be 9 admitted.Hearsay evidence may beusedto supplement or explain other 10 evidence,butshallnotbe sufficient in itself tosupportafinding.The rules 11 of privilege shallbe effective tothesame extent that they are now or may 12 be recognized in civil actions.Irrelevantand unduly repetitious evidence 13 shall be excluded. 14 15 (c)The provisions of this section relatingtofinalhearingshallbe 16 supplemental totheprovisions of theCode of Miami-Dade County section 17 2-1074,as amended,relatingto motions,motions in opposition to 18 proceeding,pre-hearing conferences,exchange of witness lists,procedures 19 for public hearings,evidence,andtranscript of proceedings. 20 21 .27 FinalOrder.Upon completion of any investigation andfinalhearing,the 22 village attorneyshall make proposed recommended findings of factsand 23 conclusions of law,andvillagemanagershallenteranorderdetermining 24 whether any provision of thischapterhas been violated and,inthecasea 25 violation isfound,imposeapenalty,asprovidedintheordinanceor 26 statutebeingenforced,costsandtake appropriate personnelaction.The 27 burden of proof shall beonthe complainant,orthe village,toprovea Page 29 of 33 Additionsshownby underlining and deletions shownby overstriking. 1 violation by clearandconvincingevidenceintherecord.The village 2 managershall,within 60days of thefiling of a complaint renderafinal 3 orderdisposing of thecomplaint.If aperson fails to comply with an 4 orderissued by thevillagemanager,the village manager may make 5 applicationtotheMiami-DadeCounty Commission onEthics which 6 shallhavejurisdictionoverthecomplaint,ortoanotheragency which 7 mayhavejurisdictionoverthe complaint. 8 9 .28 Attorney=sfees.Inanycaseinwhichthevillageattorneyfindsnoprobable 10 cause to believe that a violation has been committed or determines that the 11 complainingparty filed a frivolous or groundless complaintthevillage 12 attorney may recommend tothe village manager,and thevillage manager 13 mayorderthe complaining party topayanycostsand attorney=s fees 14 incurred by thevillage. 15 16 .29 Prospective jurisdiction.Any alleged violation committed before the 17 effective date of this ordinance shall be governed by the applicable village 18 of Palmetto Bay,Miami-Dade County and State of Florida Code of Ethics 19 Ordinances,Conflict of Interest Ordinances or Lobbyist Registration and 20 Reporting Ordinances in effect at the time of the alleged violations. 21 22 -30 Personnel proceeding.Where an employee of the Village of Palmetto Bay 23 is alleged to have violated a law within the purview of this ordinance,and 24 based upon the same set of facts,is subject to an ongoing disciplinary 25 action initiated by the village,the village attorney and village manager shall 26 stay consideration ofa complaint until the conclusion of the personnel 27 proceeding. Page 30 of 33 Additions shown by underlining and deletions shown by ovorstriking. 1 2 .31 Statute of limitations.Noactionmaybetakenonacomplaint filed more 3 thanoneyearaftertheviolationisallegedtohave accrued. 4 5 .32 Termination ofproceeding.A proceeding onacomplaintshall terminate in 6 theeventthe respondent diesinoffice,leavesoffice for any reason oris 7 permanently separated from employment withthevillage,orentersintoa 8 settlementagreementwiththevillage manager. 9 10 .33 Appeal and judicial review.An aggrieved respondent may appeal an 11 adverse finding of a violation tothe village council.Reviewbythe village 12 councilshallbeonthe record andlimitedtodeterminingwhetherthe1) 13 respondentwasafforded procedural due process;2)findings of fact are 14 supportedby substantial competentevidenceand3)conclusionsarecorrect 15 as amatter of law.An aggrieved respondent must first exhaustitsrightto 16 an appeal tothevillagecouncilbeforeseekingreviewbythecircuitcourt 17 for Miami-Dade County.Reviewbythe circuit court shall be pursuant to 18 theFloridaRules of Appellate Procedure. 19 20 .34 ProceedingsbytheMiami-DadeCommissiononEthics and theFlorida 21 Commission on Ethics.Tothe maximum extent allowed by law,the 22 Miami-Dade County Commission on Ethics shall abate proceedings on any 23 complaint which is filed bythe same complainant against the same 24 respondent,and involving substantially identical facts,until the village 25 completes its proceedings on the complaint.The village shall promptly 26 notify the Miami-Dade Commission on Ethics and Public Trust and the 2?Florida Commission on Ethics when it learns that a substantially identical Page31 of 33 Additions shown by underlining and deletions shown by overstriking. 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 complianthasbeenfiledwitheither of thoseagenciesandrequestthattheir proceedings be abated untilthe conclusion of thevillage's proceedings. Thevillage'sfindings of facts,conclusions of law,final determinationand imposition of apenaltyshallbe accorded apresumption of correctness by those agencies. .35 Penaltiesandpersonnelaction.Thevillagemanagermayassessafine,not toexceed$250.00forthefirstoffense,and$500.00foranysubsequent offense of this chapter,andcosts of investigation.Thevillagemanagermay takepersonnelactionandmayenterintostipulationsand settlements asare just and inthebest interest of the citizens ofVillage of Palmetto Bay. Section 2.All ordinances or parts of ordinances in conflict withthe provisions of this ordinance are repealed. Section 3.This ordinance shallbe codified and included in the Code of Ordinances. Section 4.If any section,clause,sentence,or phrase of this ordinance is for any reason held invalid or unconstitutional by a court of competent jurisdiction,the holding shall not affect the validity ofthe remaining portions of this ordinance. Section 5.This ordinance shall take effect immediately upon enactment. PASSED ANDENACTEDthis[]day of[],2006. Attest: Meighan Pier Eugene P.Flinn,Jr. Village Clerk Mayor Page 32 of 33 Additions shown by underlining and deletions shown by ovorotriking. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 APPROVED AS TO FORM: Eve A.Boutsis, Office ofVillage Attorney FINAL VOTE AT ADOPTION: Council Member Ed Feller Council Member Paul Neidhart Council Member John Breder Vice-Mayor Linda Robinson Mayor EugeneP.Flinn,Jr. Page 33 of 33 Additionsshownby underlining and deletions shownby ovorotriking. ORDINANCE NO.2002-3378 AN ORDINANCE OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,AMENDING CHAPTER 2OFTHECODEOFTHE CITY OF MIAMI BEACH,ENTITLED "ADMINISTRATION",BY AMENDING ARTICLE VII THEREOF,ENTITLED "STANDARDS OFCONDUCT",BY AMENDINGDIVISION 4,ENTITLED "PROCUREMENT,BY AMENDING SECTION 2-486,ENTITLED "CONE OF SILENCE";SAID AMENDMENT,IN PART,EXTENDING THE PROHIBITIONS ON ORAL COMMUNICATIONS ON ALL REQUEST FOR PROPOSALS (RFP'S),REQUEST FOR QUALIFICATIONS (RFQ'S),AND INVITATION FORBIDS(BIDS),BETWEENTHEMAYORANDCITY COMMISSIONERS AND THEIR RESPECTIVE STAFF AND ANY POTENTIAL VENDOR,SERVICE PROVIDER,BIDDER,LOBBYIST,OR CONSULTANT; PROVIDING FOR ADDITIONAL EXCEPTIONS RELATIVE TO ORAL COMMUNICATIONS;PROVIDING FURTHER FORREPEALER,SEVERABILITY, AND AN EFFECTIVE DATE. WHEREAS,on January 29,2002,the Miami-Dade CountyCommission approved OrdinanceNo.02-3,amendingSection 2-11.1(t)ofthe Miami-Dade CountyCode,the County's ConeofSilenceOrdinance,with an effective date ofFebruary 8,2002;and WHEREAS,Miami-Dade County'sapprovedamendmentsextendedthe prohibition onoral communications regardingaparticularRFP,RFQ,and bidfor the solicitationof goodsandservicestothose between a potential vendor,service provider,bidder,lobbyist or consultant,andthe Mayor,County Commissioners andtheir respective staffs;and WHEREAS,Miami-Dade County'sapprovedamendmentsadded additional exemptionstothe prohibition onoralcommunications regarding a particular RFP,RFQ,or bidfor tiie solicitation ofgoodsandservices between anypersonandthe procurement director or his/her designated staffresponsible for administering the procurement process for suchRFP,RFQorbid,andbetweenamemberofthe respective selection committee, provided the communication be limited strictly to matters ofprocessor procedure already contained in the corresponding solicitation document;and WHEREAS,Miami-Dade County'sapproved amendments added additional exemptionstothe prohibition on oral communications betweentheCounty Manager and thechairpersonofaselectioncommitteeaboutaparticularselectioncommittee recommendation,only after the committee has submitted a recommendation to the Managerand provided that,shouldany change occurinthecommitteerecommendation, thecontentofthe communication andofthe corresponding changeshallbedescribedin writing and filed bytheManager with the Clerk oftheCountyandbeincludedinany recommendation memorandum submittedbythe Manager totheCountyCommission; WHEREAS,Miami-Dade County's approved amendments added additional exemptions to the prohibition onoralcommunicationspertainingto emergency procurements. WHEREAS,said Miami-Dade Countyamendmentsareapplicabletothe Mayor and CityCommissionersof the Cityof Miami Beach,theCityManager,andtheirrespective staffs;and in order to extend said amendments andtheirapplicabilitytopotential vendors, service providers,bidders/lobbyists,andconsultantsdoing business intheCityof Miami Beach,the Administration and theCityAttorney'sOfficeherein recommends that the Mayor and City Commission amend the City's Cone of Silence Ordinance accordingly. NOW,THEREFORE,BE IT ORDAINED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH: SECTION 1.Section 2-426,ofDivision4ofArticle VII of Chapter 2of the Miami Beach City Code is hereby amended to read as follows: Article VII.Standards of Conduct 1 DIVISION 4.PROCUREMENT -Sec.2-486.Cone of silence. i (a)Contracts for the provisionof goods,services,and construction projects.,ether than audit contracts. i (1)Definition."Coneofsilence"isherebydefinedto mean a prohibition on: i (a)anycommunicationregardingaparticular request forproposal ("RFP"), request forqualifications ("RFQ"),roqueot for lottors of intoroct ("RFLI"), or bid between a potential vendor,service provider,bidder,lobbyist,or consultant and the city's administrative staff including,butnotlimitedto, the city manager and his or her staff; (b)any communication regarding aparticularRFP,RFQ,RFUrorbid between the mayor,city commissioners,or their respective staffs,and any member of the city'sadministrative staff including,butnotlimitedto, the city manager and hisorherstaff; i (c)any communication regardingaparticularRFP,RFQ,RFUr orbid between apotentialvendor,service provider,bidder,lobbyist,or consultant andany member ofacity evaluation and/or selection committee therefor:and (d)any communication regardingaparticularRFP,RFQ,RFUrorbid between the mayor,city commissioners^or their respective staffsJ_and any amember ofacity evaluation and/or selection committee therefor (e)any communication regarding a particular RFP.RFQ.or bid between the mayor,city commissioners,ortheir respective staffs and apotential vendor,service provider,bidder,lobbyist,or consultant Notwithstanding the foregoing,the cone of silenoo shall not apply to oompotitivo processes for the award ofCDBG,HOME,SHIP and Surtax Funds administered by tho cityoffice of community development,and communications with the city attorney and his or her staff. (2)Procedure. a.A The coneof silence shallbe imposed upon each RFP,RFQ,RFUr and orbid after the advertisement of said RFP,RFQ,RFUr or bid.At the time of imposition of the cone of silence,the city manager orhis orher designee shall provide forpublicnotice of the cone of silence. The city manager shallincludeinanypublicsolicitationfor goods and services a statement disclosing the requirements of this division. b.The coneofsilence shall terminate! a)(j]at the time the city manager makes hisorherwritten recommendation as to selection of aparticularRFP,RFQ,RFLI,or bidto the city commission,andsaidRFP,RFQ,RFU?orbidis awarded;provided,however,that following the Mmanager makinghis or her written recommendation,the cone of silence shall be lifted as relates to communications between the M-mayor and M-members of the Commission andthe G-city M-manager,providing furtherifthe city commission refersthe manager's recommendation back tothe city manager er-etaft forfurtherreview,the cone of silence shall continue until such time as the manager makes a subsequent written recommendation,and the particular RFP,RFQ,RFU?orbidis awarded; -OF&)(iilin the event ofcontracts for lessthan $25,000a when the city manager executes the contract. (3)Exceptions.The provisions ofthis ordinonoo coneofsilence shall notapply to: (a)competitive processes for the award of CDBG.HOME.SHIP and Surtax Funds administered bv the citv office of community development:and (b)communications with the cttv attorney and his or her staff. {a){choral communicationsat pre-bid conferences; (b)(dloral presentations before evaluation and/or selection committees: f§He}contract discussions during anydulynoticedpublicmeeting; {4H0 publicpresentationsmadetothecity commissioners during anyduly noticedpublicmeeting; (e)(g)contract negotiations withcity staff following the award of anRFP, RFQ,RFUr orbidby the city commission; (f)(h)communications in writing at any time with any city employee,official or member of the city commission,unless specifically prohibited by the applicable RFP,RFQ,RFU7orbid documents;of (§MQ city commission meeting agenda review meetings between the city manager and the mayorand individual city commissioners where such matters are scheduled forconsiderationat the next G-commission meeting. (bU\)communications regarding a particular RFP.RFQ or bid between the procurement director,or his/her administrative staff responsible for administering the procurement process for such RFP.RFQ or bid and a member of the evaluation/selection committee therefor,provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document; Ik)duly noticed site visits to determine the competency of bidders regarding a particular bid during the time period between the opening of bids and the time the city manager makes his or her written recommendation: fll anv emergency procurement of goods or services: (m)communications regarding a particular RFP.RFQ.or bid between anv person,and the procurement director,or his/her administrative staff responsible for administering the procurement process for such RFP,RFQ. or bid,provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document fn)The bidder,proposer,vendor,service provider,lobbyist,or consultant shallfilea copy of anywritten communications with the cityclerk.The city clerk shall make copies availableto any person upon request. (b)—Audit contracts. (4}—"Cono of silenco"is horoby dofinodto moan aprohibitionon:(a)any communications regardinga particular RFP,RFQ,RFLI,orbid betwoon a potential vendor,service providor,biddor,lobbyist,or consultant and tho mayor,city commissioners orthoir respective 6taffe,and any member of tho city's administrativo staff including,but not limitedto the city manager andhis or her staff,and(b)any oral communication regardinga particular RFP, RFQ,RFLI,orbid botwoon thomayor,city commissioners ortheirrespoctivo staffs and any momber of the city's administrative staff including,but not limitedto,the city managor andhisor her staff;and(c)any communication regardingaparticularRFP,RFQ,RFLI,orbid botwoon apotential vondor, servicoprovidor,biddor,lobbyist,or consultant and any momber of acity evaluation and/or selection oommittoo;and(d)any communication regarding aparticular RFP,RFQorbid between the Mayor,City Commissioners or their respective staffs and any mombor of acity ovaluation and/or seloction committee.Notwithstandingthoforegoing,tho cone of silonoo shaB notapply to communications with the city attornoy and hio or hor staff. (2)Except as providedin6ub6eotion6(b)(3)and (b)(1)horeof,a cone of silonoo shallbo imposed upon each RFP,RFQ,RFLI,or bid foraudit services after tho advortisomont of cold RFP,RFQ,RFLI,or bid.At tho time of tho imposition of tho cone of silenco,the city manager orhi6orhor designoo shallprovidoforthopublicnoticeofthe cono of silenco.The cono of silenoe shall terminate a)at the time the oity manager makoo hieorherwritten recommendation as to seloction of aparticularRFP,RFQ,RFLI,orbidtotho oity commission,andsaidRFP,RFQ,RFLI,orbidis awarded;providod, howovor,that followingtho Manager making hisor her written recommendation,the cone of silence shall bo lifted as relatoo to communications botween tho Mayor and Members of the Commission and the City Managor;providing further if the city commission refers tho manager's recommendation bock to the oity manager or staff forfurthor roviow,thoconoof silenco shall oontinuo until such time as tho managor makes a subsoquont written rooommondation,and the particularRFP,RFQ, RFLI,orbidisawardodorb)intho ovont ofcontractsforIocsthan $26,000 when the city manager exocutes the contract. {£)—Nothing containedhoroinshall prohibit any biddor,proposor,vondor,oorvioo providor,lobbyist,or consultant (I)frommakingpublic presentations at duly noticedprobid conferences orbeforedulynoticed ovaluation committoo meetings;(ii)from engagingin contract discussionsduringanyduly noticod public mooting;(iii)from ongaging incontract negotiations with city ctaff following tho award ofan RFP,RFQ,RFLI,orbid for auditbytho oity commission;or (iv)from communicating in writing withany city omployoo or offistatfor purposos of Booking clarification oradditional information fromtho cityorrespondingtotho city's request for clarification oradditional information,cubjoct totho provisions oftho applicable RFP,RFQ,RFLI,or biddocuments.Tho biddor or proposer otc,shall fflo ocopyofany written communicationwiththecityclerk.Thecity dork shall make copies availoblo to tho gonoral publio upon roquoct (4)—Nothing contained horoin shall prohibit any lobbyist,bidder,_propooor, vondor,sorvico provider,consultant,or othor person orentity from publicly addressingthe city commicoionorc during any duly noticod publio mooting regarding actiononanyaudit contract.Thecitymanagershall inoludo inany public solicitation for auditing son/icesastatement disclosing tho requirements of thisdivision. (e)(b)Violations/penalties and procedures.A violation ofthissectionbya particular bidder,proposer,vendor,service provider,lobbyist,orconsultantshall subject said bidder,or proposer,vendor,service provider,lobbyist,orconsultanttothe same procedures set forth in Division 5,entitled "Debarment of Contractors"from City Work;shall render any RFPaward,RFQaward,RFLIaward,orbidaward to said bidder,proposer,vendor,service provider,bidder,lobbyist,or consultant voidable: andsaidbidder,proposer,vendor,sen/ice provider,lobbyist,orconsultantshallnot be considered foranyRFP,RFQ,RFU orbidforacontractfor the provision of goods or services foraperiod of one year.Any person who violates aprovisionof thisdivisionshall be prohibitedfromservingonacity evaluation and/or selection committee.Inadditionto any other penaltyprovided by law,violation of any provision of thisdivisionbyacity employee shall subject said employee to disciplinaryactionuptoandincludingdismissal.Additionally,any personwho has personal knowledge of aviolation of thisdivisionshallreport such violationto the city attorney's office or state attorney's office^and/or may filea complaint with the county ethics commission. (Ord.No.99-3164,§1,1-6-99;Ord.No.2001-3295,§1,3-14-01) SECTION 2.CODIFICATION. Itis the intention of the Mayor and City Commission of the CityofMiami Beach,and itis hereby ordained that the provisions of this ordinance shall become and be made part ofthe Code of the CityofMiami Beach,Florida.The sections of this ordinance may be renumbered or relettered to accomplish such intention,and the word "ordinance19 may be changed to"section","article",or other appropriate word. SECTION 3.REPEALER. All ordinances or parts of ordinances inconflictherewithbe and the same are hereby repealed. SECTION 4.SEVERABILITY. Ifany section,subsection,sentence,clause,phrase orportionofthis Ordinance is,forany reason,heldinvalidor unconstitutional,such portionshall be deemed a separate,distinct and independent provisionand such holdingshallnotaffectthe validity orconstitutionality of the remaining portions of this Ordinance. SECTION 5.EFFECTIVE DATE. This Ordinance shall take effect on the loth day of August is10 days after adoption. PASSED and ADOPTED this ATTEST: MAM/f vomIjJlk CityClerk Letters or numbers that are stricken through are deletions from existing ordinance. Letters or numbers that are underlined are additions to existing ordinance. F:\ATTO\OLIJ\RES-ORD\CONEOFSILENCE.FNL.DOC APPROVED AS TO FORM&LANGUAGE &FORyQCECLTnON Dote MURRAY H.DUBBIN City Attorney OFFICE OF THE CITY ATTORNEY COMMISSION MEMORANDUM Telephone: Telecopy: (305)673.7470 (305)673-7002 DATE:JULY 31,2002 TO: FROM: MAYOR DAVID DERMER MEMBERS OF THE CITY COMMISS MURRAY DUBBIN CITY ATTORNEY'Hi JORGE M.GONZALEZ CITY MANAGER SECOND READTNO PUBLIC HEARING SUBJECT:AMENDMENT TO CITY'S "CONE OF SILENCE"ORDINANCE On January 29,2002,the Miami-Dade County Commission approved an amendment tothe County's "Cone of Silence"Ordinance,withaneffective date of February 8,2002.The approved amendmentstotheCounty's Ordinance,which die City Manager andtheCityAttorney'sOffice hereinrecommend be incorporated asan amendment totheCity'sown "Cone ofSilence"Ordinance, are as follows: (1)Extending the prohibition on oral communications regarding a particular RFP,RFQ, andbid tor the solicitation ofgoods andservicestothosebetweena potential vendor, service provider,bidder,lobbyistorconsultant,andtheMayor,Commissioners,and theirrespectivestaffs; (2)Extendingthe prohibition onoralcommunicationsregardinga particular RFP,RFQ, orbid between anyadministrative staff member,andany member of anevaluation and/or selection committee therefor, (3)Notwithstanding the prohibition in subsection (2)above,providinganexemption allowingthe Manager andthe chairperson of theevaluationand/or selection committeetocommunicateupona particular evaluationand/orselectioncommittee 1700 Convention Center Drive —Fourth Floor -Miami Beset Agenda Item ASC Date 7-31-OD- recommendation,butonlyafterthecommitteehassubmittedan award recommendation tothe Manager and,providedshouldachangeoccurinthe committee's recommendation,the content of the communication and of the correspondence changeshallbe described inwritingandfiled by theManagerwith theCityClerk,andbeincludedinanyrecommendation memorandum submitted by theManagertotheCommission; (4)Creating anexemptionallowingcommunications regarding a particular RFP,RFQ, orbidbetweentheProcurementDirector(orhis/heradministrative staffresponsible for administering the particular RFP,RFQ,orbid process)andamember of the evaluation/selection committee therefor,provided the communication is limited strictlytomatters ofprocess or procedure alreadycontainedinthe corresponding bid document; (5)Creatinganexemptionfordulynoticedsitevisitstodeterminethecompetency of bidders regarding a particular bid,duringthetimeperiodbetweentheopening ofthe bidsand tile timetheManagermakeshis/herwrittenrecommendationtothe Commission; (6)Creatinganexemptionforemergencyprocurement of goodsorservices;and (7)Creatinganexemptiontoallowforcommunicationsregardinga particular RFP, RFQ,orbidbetweenanypersonandtheProcurementDirector(orhisorher administrative staff responsiblefor administering thebidprocess),providedthe communicationislimitedtomatters ofprocessor procedure alreadycontainedinthe bid documents. TheMiami-DadeCountyCommissiononEthicshasconsistentlytakenthepositionthatthe County's Ethics legislation,ascodifiedinSection2 of the Miami-Dade County Code,applies to municipalofficersand employees,whether ornottheychosetoadopt corresponding legislation or not.However,one of the reasons thattheCity of MiamiBeachadopteditsowncone of silence legislationwasnotonlytomakeitstricterinplaceswheretheCounty'sordinanceismorelenient (whichislegally permissible),but also,assuming theCountyethics legislation only applies to municipalofficersandemployees,theenactment of the City's owncone of silence ordinance extended theprohibitions ofthe ordinance,andthesanctionstherein,topotentialvendors,service providers,bidders,lobbyists,and/or consultants doingbusinesswiththeCity of MiamiBeach. Itis therefore recommended bytheCity Manager andCityAttorney'sOffice'sthattheMayor andCityCommissionhereinadopt,on first reading,the attached amendments totheCity'sCone of Silence Ordinance;saidamendmentsmirroringtheamendmentsalreadyapprovedby die Miami- DadeCountyCommission(initsCone of SilenceOrdinance). RJAMcw FMTTOACURVRESOSVMEMOSTONBStKCUIlD