AN ORDINANCE
NO.___________
AN ORDINANCE REPEALING ARTICLE 3 ? 3-104 THROUGH 3-119 ?SOURCE SELECTION AND
CONTRACT FORMATION? OF THE PROCUREMENT ORDINANCE FOR THE CONSOLIDATED
GOVERNMENT OF COLUMBUS, GEORGIA AND REPLACING THEM WITH THE ARTICLES SHOWN
BELOW TO ESTABLISH NEW PURCHASING GUIDELINES.
Section 1.
Articles 3-104 through 3-119 of the Code of Ordinances, ?Source Selection and
Contract Formation? is repealed and shall be replaced with the following:
Article 3 - SOURCE SELECTION AND CONTRACT FORMATION
3-104. Purchasing Limits
The procedures specified in this section shall be employed for all purchases of
goods and services which are not otherwise exempt.
(1) $1,000 and Less Small Purchases of less than $1,000
Any supply, material or contractual service, including construction, not under
an annual contract, with an estimated total cost of $1,000 or less may be
purchased by the using agency through the use of a Credit/Procurement Card. If
the credit/procurement card is not accepted by a merchant, then an official
Purchase document issued by Columbus or Petty Cash Disbursement may be used
(Petty Cash Disbursements shall not exceed $50). This requirement shall apply
to the purchase of any single item or single purchase of multiple items with an
estimated total cost not to exceed $1,000.
The use of the Credit/Procurement Card is prohibited for the purchase of the
following:
- Any procurement having a total estimated cost of more than $1,000.
- Cash advances through bank tellers or automated teller machines.
- Purchase of items for which an Annual Contract has been executed.
- Purchase of personal items of any nature, except the purchase of personal
clothing or footwear to be used in emergency situations when required for
safety during work performance.
- Purchase of micro-computer software and hardware. However, the Department
of Information Technology is authorized to purchase computer software and
hardware with the card.
- ANY PURCHASE, WHICH IS NOT WORK RELATED.
The Department head will be held responsible for any violations.
Any purchase made pursuant to this subsection shall be approved by the director
of the department for which the purchase is to be made, subject only to review
by the Purchasing Division for compliance with established operational
procedures.
(2) $1,001 - $5,000 Competitive Quotations for purchases $1,001-$5,000
Any supply, material or contractual service, including construction, not under
an annual contract, with an estimated total cost not less than $1,001, but not
more than $5,000 may be purchased on the open market by the using agency
obtaining at least three fax/written quotations from reputable vendors. This
requirement shall apply to the purchase of any single item or single purchase
of multiple items with an estimated total cost of $1,001 - $5,000. An official
purchase order of the Columbus Consolidated Government, issued to the awarded
vendor(s), shall be used for the procurement.
Purchases $1,001-$2,500 shall require Division level approval.
Purchases $2,501 - $5,000 shall require Department Head approval.
Purchasing Authority - Purchasing Division Manager
(3) $5,001 - $24,999 Competitive Sealed Quotations for purchases $5,001 -
$24,999
Any supply, material or contractual service, including construction, not under
an annual contract, with an estimated total cost not less than $5,001 but not
more than $24,999 shall be purchased on the open market, without regard for
formal advertising by obtaining competitive sealed quotations. The competitive
sealed quotation process will be administered by the Purchasing Division. This
requirement shall apply to the purchase of any single item or single purchase
of multiple items with an estimated total cost of $5,0001 - $24,999. An
official purchase order of the Columbus Consolidated Government issued to the
awarded vendor(s) shall be used for the procurement.
Purchasing Authority - Finance Director or designee
(4) $25,000 + Formal Bid Process or Competitive Sealed Proposals
(Negotiation)
for purchases $25,000 and above
Any supply, material or contractual service, including construction, which has
an estimated total cost of $25,000 or more shall be purchased through the
formal sealed bid process or through the competitive sealed proposal process.
These procurements shall be formally advertised. This requirement shall apply
to the purchase of any single item or single purchase of multiple items with an
estimated total cost of $25,000. The sealed bid process and the Request for
Proposal process will be administered by the Purchasing Division. An official
Purchase Order of the City shall be issued to the awarded vendor(s) for the
procurement, or when applicable, a contract shall be executed.
In addition, any supply, material, or contractual service required under an
annual contract, for any term length and regardless of the total cost, shall be
procured through the use of the formal bid process or Competitive Sealed
Proposal process.
Purchasing Authority: Columbus City Council
3-105 Small Purchases less than $1,000
Any supply, materials or contractual service, not under an annual contract,
with an estimated total not exceeding $1,000 may be purchased by the using
agency through the use of a Credit/Procurement Card, an official Purchase
document issued by the City or Petty Cash Disbursement. However, Petty Cash
Disbursements shall not exceed $50. This requirement shall apply to the
purchase of any single item or single purchase of multiple items with an
estimated total cost not to exceed $1,000.
(1) Credit/Procurement Card
A. Purpose
The City has used various methods to accomplish small dollar purchases of goods
and services. These methods, such as petty cash and purchase orders, have
proven to be costly, time consuming and occasionally have not been accepted by
merchants. The City has initiated this credit/procurement card policy for the
following reasons:
Credit/Procurement Card . . .
- Represents a faster, more efficient way to purchase small dollar items
- Costs less to process than a purchase order
- Provides agencies with more flexibility
- Increases productivity, by decreasing lag time waiting for purchase orders to
process
- Provides sufficient control
The Finance Department, along with the contracted procurement card provider,
will develop directives to establish those procedures and policies under which
agencies shall control the use of credit/procurement cards that will be
assigned to and utilized by selected City employees to purchase goods and
services on behalf of the City. The directive will accomplish the following:
- Ensure the procurement with credit/procurement cards is accomplished in
accordance with the City's ordinances, policies and established rules.
- Ensure appropriate internal controls are established within each agency
procuring with credit/procurement cards so the procurement card is used only
for authorized purposes.
- Provide a convenient and yet adequate source of funding for employees who
must procure for the City by reducing the need for a purchase order.
Finally, it is intended that the policies and procedures established be viewed
as minimum standards for agencies who may wish to establish additional controls
beyond those suggested. However, minimum control standards shall be
established by the Finance Director or designee.
B. Scope
The directive will be applicable to any and all City agencies, including
elected officials, who have selected employees to use credit/procurement cards
to purchase supplies, materials or contractual services approved by the
directive.
C. Using Agency Responsibility
The decision of when a credit card is issued, and to whom, will be decided by
the Department Head or his/her designee only. The Department Head or his/her
designee will request issuance of the credit card from the Purchasing Division
Manager. The Department Head will be responsible for usage of
credit/procurement cards by employees. The final approval of the issuance of a
credit/procurement card will rest with the Finance Director or designee.
D. Controls
A number of unique controls have been developed for this program that do not
exist in a traditional credit card environment. These controls ensure that the
card can be used only for specific purposes and within specific dollar limits.
In addition, certification of all purchases is required by each cardholder,
with verification performed by the Approving Official (Department Head or
designee) before payment is made to the contractor.
E. Restrictions
The use of the Credit/Procurement Card is prohibited for the purchase of the
following:
- Any procurement having a total estimated cost of more than $1,000. (Purchase
of Single item or single purchase of multiple items from a single vendor)
- Cash advances through bank tellers or automated teller machines.
- Purchase of items for which an Annual Contract has been executed.
- Purchase of personal items of any nature, except the purchase of personal
clothing or footwear to be used in emergency situations when required for
safety during work performance.
- Purchase of micro computer software and hardware. However, the
Department of Information Technology is authorized to purchase computer
software and hardware with the card.
- ANY PURCHASE WHICH IS NOT WORK RELATED.
The Department head will be held responsible for any violations.
(2) Purchase Order - Petty Cash Disbursement
A. Purpose
Although the majority of small purchases should be accomplished with the
credit/procurement card, there may be instances where the credit
card/procurement card cannot be utilized. In the event a credit/procurement
card cannot be used, an official purchase order or petty cash disbursement
shall be utilized for small purchases.
B. Purchase Order
The purchase order will represent a contract for the small purchase and the
using agency will have the option of hand delivering or mailing the document to
the vendor. The same purchasing restrictions that apply for credit/procurement
card purchases will apply for the use of the purchase order for small purchases
with a total estimated cost less than $500.
C. Petty Cash Disbursement
Petty Cash Disbursements may be used when the credit/procurement card or
purchase order is not practical. The establishment of Petty Cash Disbursement
Accounts must be approved by the Finance Director. No Petty Cash Disbursement
shall exceed $50.
3-106 Competitive Quotations - Purchases $1,001 - $5,000
(1) Purpose
Any supply, material or contractual service, not under an annual contract, with
an estimated cost not less than $1,001, but not more than $5,000 may be
purchased on the open market by the using agency obtaining at least three
fax/written quotations from reputable vendors. This requirement shall apply to
the purchase of any single item or single purchase of multiple line items, from
a single vendor, with an estimated total cost of $1,001 - $5,000.
(2) Using Agency Responsibility
Procurements of $1,001 - $5,000 shall be approved only after the appropriate
representative from the using agency has completed training in obtaining
fax/written quotations, documentation procedures and has demonstrated knowledge
in these areas, as well as acquainted themselves with the process of
identifying and contacting vendors registered with the City. Minimally, the
agency will be responsible for documenting the following: 1) the names of all
businesses submitting quotations; 2) the names of the individual providing the
quotations; 3) the date the quotations were received; 3) the amount of each
quotation; and 4) city employee obtaining the quotation. All documentation
will be filed in the Purchasing Division as a matter of public record.
(3) Purchasing Instrument
The using agency shall initiate an official purchase order to the recommended
vendor(s). All documentation will be forwarded to the Purchasing Division for
review and final approval.
(4) Purchasing Authority
Purchases $1,001-$2,500 shall be approved at the Division level.
Purchases $2,501 - $5,000 shall be approved by the Department Head.
The Purchasing Division Manager shall have final approval for all purchases
$1,001 - $5,000.
(5) Award
The award will be made to the lowest, responsible, responsive vendor(s).
Council Action is not required.
3-107 Competitive Sealed Quotations - Purchases $5,001 - $24,999
(1) Purpose
Any supply, material or contractual service, not under an annual contract, with
an estimated total cost not less than $5,001, but not more than $24,999 shall
be purchased on the open market, without regard for formal advertising by
obtaining competitive sealed quotations. The competitive sealed quotation
process will be administered by the Purchasing Division. This requirement
shall apply to the purchase of any single item or single purchase of multiple
items, from a single vendor, with an estimated total cost of $5,001 - $24,999.
The same procedures will be followed as outlined in Section 3-108, Formal
Competitive Sealed Bidding, with the exception of the following changes:
A. Using Agency Responsibility
The using agency will be required to supply, to the Purchasing Division, the
following information: 1) detailed specifications describing the required
good/service; 2) suggested vendors whom the using agency is aware can supply
the required good/service; 3) the time frame the good or service is required.
The using agency shall establish a project manager for the procurement.
B. Quotation Solicitation
The Purchasing Division shall administer the quotation solicitation. No formal
advertising is required.
C. Notice
Vendors will be given at least fifteen (15) business days to respond to a
competitive sealed quotation solicitation; however, the City may seek
competitive quotations in a shorter period, if necessary, as determined by the
Purchasing Manager.
D. Quotation Receipt and Opening
Sealed quotations will be received by the date and time established. There will
be no public opening for the competitive sealed quotations. However, the
quotations will be opened in the presence of at least two (2) witnesses, which
may include the Purchasing Division Director or designee, the Buyer for the
project, and the project manager or designee of the using agency. The results
of the solicitation will be made available to vendors upon request.
E. Evaluation
Quotation responses will be evaluated by the using agency and Purchasing
Staff.
F. Purchase Authority
Documentation of award recommendation will be forwarded to the City Manager for
review. The Finance Department Director or designee shall approve Procurements
$5,001 - $24,999.
G. Award
The award will be made to the lowest, responsible, responsive vendor(s).
Council Action is not required.
H. Purchasing Instrument
After approval of the award recommendation, the Purchasing Division will issue
an official purchase order to the awarded vendor(s). All information
concerning the procurement will be kept in a project file in the Purchasing
Division as a matter of public record.
3-108 Formal Competitive Sealed Bids - Purchases $25,000 and above
(1) Purpose
All City procurements with an estimated total cost of $25,000 and above will
be awarded by the competitive sealed bid process except as provided in the
sections titled Competitive Sealed Proposal (Negotiation), Emergency
Procurement and Only Known Source Procurement.
Procurements with an estimated value less than $25,000 may be formally bid if
deemed to be in the best interest of the City by the Purchasing Division
Manager. However, the purchase will be approved by the authority specified for
the total cost of the procurement, per section 3-104, Purchasing Limits.
A. Project Manager
For any procurement large enough to require the use of competitive sealed
bidding, an officer or employee of the using agency involved in the procurement
shall act as project manager. The Purchasing Division Manager may assign
certain tasks and record keeping requirements related to the procurement. The
project manager will keep and make available to the Purchasing Division all
records required for the tasks assigned.
B. Request for Bid Advertisement
The using agency shall submit to the Purchasing Manager, applicable
specifications, requirements, justifications and cost center(s) to be charged
for the procurement.
C. Invitation for Bids
An invitation for Bids shall be issued and shall include specifications and all
contractual terms and conditions applicable to the procurement.
D. Public Notice
The public will be given adequate notice of the Invitation for Bids, provided
that, adequate notice shall mean at least fifteen (15) business days before the
bid opening date, which is stated in the Invitation. Notice shall be published
in a reasonable time before bid opening, contain a description of the
procurement in general terms, as well as, the place, date, and time of bid
opening, and appear in a newspaper (s) of general circulation. In addition to
publication in a newspaper, notice shall also be made by electronic means,
including the posting on the Internet and on the City?s government access
television channel.
Public Works construction projects shall be advertised in accordance with
Georgia State Law.
The City reserves the right to mail invitations to vendors under the following
circumstances:
Solicitations for Specialized Equipment/Supplies
Solicitations for Specialized Services
Re-bid of Solicitations where normal advertising procedures netted no responses.
Whenever deemed necessary by the Purchasing Division Manager.
Construction projects shall be advertised in accordance with Georgia State Law.
E. Bid Opening
Bids shall be opened publicly in the presence of one or more witnesses at the
time and place stated in the public notice. The amount of each bid, the
bidder's name and such other relevant information as the Purchasing Manager
deems appropriate shall be recorded, and retained for three years. The record
and each bid shall be open to the public in accordance with Section 1-301 of
the Procurement Ordinance (Public Access to Procurement Information).
F. Bid Receipt and Evaluation
Bids shall be unconditionally received without alteration or correction except
as authorized in the City's Procurement Ordinance. Bids shall be evaluated
based on requirements set forth in the Invitation for Bid, which may include
criteria to determine acceptability such as inspection, testing, quality,
workmanship, delivery, and suitability for a particular purpose. The criteria
that will affect the bid price and be considered in evaluation for award shall
be objectively measurable, such as discounts, transportation cost, and total or
life-cycle costs. The specifications presented in the Invitation for Bids
shall represent the evaluation criteria. No other criteria may be used to
evaluate bids.
G. Correction or Withdrawal of Bids; Cancellation of Awards
Correction or withdrawal of inadvertently erroneous bids before bid
opening, or cancellation of awards or contracts based on such bid mistakes, may
be permitted where appropriate. Mistakes discovered before bid opening may be
modified or withdrawn by written notice received in the Purchasing Division.
After bid opening, corrections in bids shall be permitted only to the extent
that the bidder can show by clear and convincing evidence that a mistake of a
nonjudgmental character was made, the nature of the mistake and the bid price
actually intended. After bid opening, no changes in bid prices or other
provisions of bids prejudicial to the interest of the City or fair competition
shall be permitted. In lieu of bid correction, a low bidder alleging a
material mistake of fact may be permitted to withdraw its bid if the mistake is
clearly evident on the face of the bid document but the intended correct bid is
not similarly evident, or if the bidder submits evidence which clearly and
convincingly demonstrate that a mistake was made.
All decisions to permit correction or withdrawal of bids or to cancel awards of
contracts based on bid mistakes will be supported by the Purchasing Division
Manager's written determination.
H. Receipt of One Sealed Bid
In the event only one sealed bid is received, no formal bid opening shall take
place. First, the Purchasing Division shall conduct a survey of vendors to
inquire of "no bid" responses and non-responsive vendors. If, from the
survey, it is determined by the Purchasing Division that specifications need
revision, the one bid received will be returned unopened to the vendor, with a
letter of explanation and a new bid solicitation prepared. If it is determined
that other vendors need to be contacted, the bid due date will be extended, and
the one bid received will remain sealed until the new bid opening date. The
vendor submitting the single bid will receive a letter of explanation.
If it is determined the one bid received is from the only responsive,
responsible bidder, then the bid shall be opened by the Purchasing Division
Manager or designee, in the presence of at least one other witness. The single
bid will be evaluated by the using agency for award recommendation.
I. Receipt of Tie Bids
In the event multiple responsive, responsible bidders are tied for the lowest
bid price and all other terms and requirements are met by all tied bidders, the
award recommendation shall be as follows:
1. Award to the local bidder, if one of the bidders has its principal place of
business in Columbus, Georgia.
2. If all or none of the bidders has its principal place of business in
Columbus, Georgia, then award the bid to the bidder who has received the award
previously.
3. If neither bidder received the award previously, and neither of the tied
bidders has its principal place of business in Columbus, Georgia, then the bid
award shall be equally divided between the tied bidders.
4. If it is not feasible to divide the award and if all or none of the tied
bidders has its principal place of business in Columbus, Georgia, and neither
was awarded the bid previously, then all bids will be rejected and the bid will
be re-advertised.
J. Award
After evaluation of the bids, the using agency will forward a written award
recommendation to the Purchasing Division. The award recommendation shall be
reviewed by the Purchasing Division. The Purchasing Division Manager shall
approve the recommendation prior to placement on Council Agenda for Council
action.
If the low bidder is not recommended for a bid award, the using agency must
submit, in writing, the reason(s) the low bidder is not recommended. The
Purchasing Division will notify the low bidder as to why his/her bid is not
recommended. The low bidder will be given the opportunity to respond to any
and all reasons their bid is not recommended. Final decisions to accept or
reject the responses and to recommend the bid award will rest with the
Purchasing Division Manager and the using agency.
If the low responsive and responsible bidder exceeds available budgeted funds
as certified by the approved budget for the pertinent fiscal year, the
Purchasing Division Manager is authorized to negotiate an adjustment of the bid
price to bring the bid within the amount of available funds. This should only
occur when time or economic considerations preclude re-solicitation of work of
a reduced scope. Any such negotiated adjustment shall be based only upon
eliminating independent deductive items specified in the Invitation for Bids.
K. Bid Award for Procurements $25,000 and over
Any procurement with a total cost of $25,000 or above must be approved by
Council action.
3-109 Annual Contracts: Price Agreement and Service Contracts
(1) Purpose
Any supplies, materials or contractual services required continuously over a
specified time frame shall be considered a candidate for an annual contract or
price agreement. All annual contracts, regardless of the estimated total cost,
will be established after the formal bid process or competitive sealed proposal
process. Price Agreements and Service Contracts are forms of annual contracts
which are used to purchase goods or services used on a regular or continual
basis, i.e., uniforms, janitorial supplies, or film. Annual contracts
eliminate the time required to obtain price quotations or administer a formal
bid each time the need arises and provides a more economic price due to the
bulk of the contract agreement with the vendor(s). The term of an annual
contract can range from three (3) months to one year. Some annual contracts
have renewal options, (usually two renewal options), depending on the commodity.
A. Price Agreement
An annual contract is established as a price agreement when the goods or
services can be easily described in measurable terms and a firm unit price can
be established (i.e., a pair of shoes at an established unit price per pair).
B. Service Contract
An annual contract is established as a service contract when the goods or
services (usually services) cannot be easily described in measurable terms and
a firm unit price cannot be established (i.e., a service contract is
established for Auditing Services).
(2) Agency Responsibility
All agencies should carefully review any good or service used on a continuous
basis to determine if it meets criteria to be placed under an annual contract.
All agencies utilizing an annual contract are required to document and report
to the Purchasing Division any contractual non-performance of the contracted
vendor(s). Documentation of the non-performance should be forwarded to the
Purchasing Division within 2 days of the occurrence. Documentation is
essential in the notification process to the vendor to rectify the
non-performance. The documentation can be in the form of memos or the current
form recommended by the Purchasing Division.
(3) Award
All annual contracts shall be approved by Council Action.
(4) Contract Renewals and Extensions
Some annual contracts have renewal clauses. If deemed to be in the best
interest of the City, the Purchasing Division Manager shall be authorized to
renew annual contracts which contain renewal clauses.
The Purchasing Division Manager shall also be authorized to extend annual
contracts, for ?cause,? when deemed to be in the best interest of the City.
?Cause? will be one of the following: 1) the contract re-bid process has been
delayed; 2) the contract re-bid process is interrupted; 3) it is deemed to be
in the best interest of the City to extend the contract. Contract extensions
shall be no more than one year.
Contract renewals and extensions shall be authorized only upon the mutual
agreement of the using agency, the Purchasing Division Manager and the
Contractor.
3-110 Competitive Sealed Proposals (Competitive Sealed Negotiations) For
Equipment, Supplies or Professional Services - $25,000 and Above
(1) Conditions for Use
When the Purchasing Division Manager determines that the use of competitive
sealed bidding for any procurement is either not practicable or not
advantageous to the City, a contract may be entered into using the competitive
sealed proposals (negotiation) method. In addition, the competitive sealed
proposal process shall be used for the procurement of professional services.
The competitive sealed proposal process may be used for procurements with an
estimated total cost less than $25,000, if deemed to be in the best interest of
the City. If the total cost can be determined, the authority to approve such
solicitations will be as prescribed by Article 3-104, Purchasing Limits. If,
due to the required services, a total cost cannot be determined then theaward
recommendation will be approved by Council.
A. Request for Proposals
Proposals shall be solicited through Request for Proposals. The Purchasing
Division shall establish the specifications with the using agency and set the
date and time to receive proposals. The request for proposal shall include a
clear and accurate description of the technical requirements for the service or
item to be procured.
B. Public Notice
Adequate public notice of the Request for Proposals shall be given in the same
manner as provided under the section titled "Competitive Sealed Bids.?
C. Receipt of Proposals
Proposals must be received by the deadline date established. No public opening
will be held. No proposals shall be handled so as to permit disclosure of the
identity of any offeror or the contents of any proposal to competing offerors
during the process of discussion. A register of proposals shall be prepared as
part of the contract file, and shall contain the name of each offeror, the
number of modifications received (if any), and a description sufficient to
identify the item offered. The register of proposals shall be open for public
inspection only after contract award.
D. Evaluation Factors.
The Request for Proposals shall identify all significant evaluation factors
(including price or cost) and their relative importance. Mechanisms shall be
established for technical evaluation of the proposals received, determinations
of responsible offerors for the purpose of written or oral discussions, and
selection for contract award.
E. Discussion with Responsible Offerors and Revisions to Proposals
As provided in the Request for Proposals, discussions (negotiations) may be
conducted with responsible offerors who submit proposals determined to be
reasonably susceptible of being selected for award, to assure full
understanding of and conformance to the solicitation requirements. All
qualified, responsible offerors shall be given fair and equal treatment with
respect to any opportunity for discussion and revision of proposals, and such
revisions may be permitted after submissions and prior to award for the purpose
of obtaining best and final offers. In conducting discussions, there shall be
no disclosure of the identity of competing offerors or any information derived
from proposals submitted by competing offerors. If only one proposal response
is received, then the award recommendation shall be to the single offeror, if
the offeror meets all requirements.
F. Award.
After negotiations, the award recommendation must be presented to Columbus City
Council for final approval. Award will be made to the responsible offeror
whose proposal is determined to be the most advantageous to the City, taking
into consideration total cost (if determined) and all other evaluation factors
set forth in the Request for Proposals.
After Council approval, a contract based on the negotiations (if negotiations
were necessary) will be drawn and signed by all necessary parties. If Council
does not approve the award, further negotiations may take place with the
recommended offeror or negotiations will begin with the next most qualified
offerer. The contract file shall contain the basis on which the award is made.
After contract award, the contract file, will be made public. Offerors will be
afforded the opportunity to make an appointment to review the contract file.
3-111 Architectural/Engineering and Land Surveying Services
(1) Purpose
All architectural/engineering and land surveying services, regardless of the
estimated value of the contract or project, will be procured through the use of
competitive sealed proposals.
Except as provided under article 3-114, Only Known Source Procurement or 3-115,
Emergency Procurements, procurements for architectural/engineering or land
surveying services will be guided by the guidelines in above article 3-110,
with the following modifications in this section:
A. Request for Proposals
The cost of services shall not be a required element in proposals for
architectural/engineering and land surveying.
B. Selection Process
The members of a Screening and Selection Committee or Evaluation Committee
shall evaluate all proposals received based upon the criteria stated in the
Request for Proposals. Each Committee member shall grade each submitted
proposal based upon the evaluation criteria.
C. Negotiation
After proposals have been evaluated, negotiations shall begin with the most
qualified firm. To facilitate negotiations, the respondent may be asked to
submit fee proposals or hourly rates at the request of the Selection/Evaluation
Committee. Both parties shall consider the estimated value, scope, and
complexity of the nature of services required. The Purchasing Division
Manager, at the direction of the Selection/Evaluation Committee, will negotiate
a contract price with the most qualified offeror. Should such negotiations fail
to reach an agreement, the Purchasing Division Manager will close those
negotiations and open negotiations with the next most qualified offeror.
Should this process not yield an agreement, the Purchasing Division Manager or
the members of the Screening and Selection Committee will select additional
offerors in order of their competence and qualifications. The Purchasing
Division Manager shall continue negotiations in accordance with this section
until an agreement is reached with a qualified offeror.
D. Award
After negotiations have resulted in an agreement with the most qualified
offeror, the award recommendation will be presented to Columbus City Council.
After Council approval, a contract based on the negotiated agreement will be
drawn and signed by all necessary parties. If Council does not approve the
award, further negotiations may take place with the recommended offeror or
negotiations will begin with the next most qualified offerer.
The contract file shall contain all negotiation results and the basis on which
the award is made.
3-112 Request for Qualifications
(1) Purpose
For the procurement of services where the qualifications of the firm, or its
principals are central to the services performed, the initial step may be the
issuance of a Request for Qualifications (RFQ). A Request for Qualifications
allows the City to receive qualification statements from interested vendors.
Cost estimates are not required.
The qualification statements will be reviewed by the using agency and the
Purchasing Division. At least, the three (3) most qualified firms will be
invited to respond to a request for request for proposals (RFP) or sealed
bid. If fewer than three vendors submit qualification statements, a
re-solicitation may be in order or request for proposals or bids may be sent to
those respondents.
3-113 Request for Information
(1) Purpose
In some instances, the using agency may have a general idea of the good or
service required, but due to new technology or lack of technical or specialized
knowledge in a particular area, the agency may not be able to develop adequate
specifications. In such cases the using agency will solicit, through the
Purchasing Division, a Request for Information (RFI). The Purchasing Division
shall develop general procedures for the Request for Information.
3-114 Only Known Source Procurement
(1) Purpose
A contract may be awarded without competition if the Purchasing Division
Manager determines, after conducting a good-faith review of available sources,
that there is only one known source for the required supply or service. The
Purchasing Division Manager (or designee) shall conduct negotiations on price,
delivery, and terms as appropriate. A record of only known source procurements
shall be maintained as public record and shall list each contractor's name, the
amount and type of each purchase, the item (s) procured, and the number
identifying each procurement.
(2) Procurements $1,001-$5,000
Any agency wishing to make purchases $1,001 - $5,000 by using Only Known Source
Procurement must have the approval of the Purchasing Division Manager. Written
documentation must be submitted by the using agency to justify the procurement.
3-115 Emergency Procurement
(1) Purpose
Regardless of any other provision of the Procurement Ordinance, the City
Manager may make or authorize others to make emergency procurements of
supplies, services, or construction services when there exists a threat to
public health, welfare, or safety.
Such emergency procurement shall be made with such competition as is practical
under the circumstances. A written determination of the basis for the
emergency and for the selection of the particular contractor shall be included
in the contract file. As soon as practicable, a record of each emergency
procurement shall be made and shall set forth the contractor's name, the amount
and type of the contract, a list of the item(s) procured, and the number
identifying the contract file. When the emergency procurement procedure is
used for purchases $25,000 or more, the City Manager will report the nature of
the emergency and the vendor, item(s) purchased, price, and recommended funding
source to the Mayor and Council at the next Council meeting. This information
is for public records and does not require Council approval.
3-116 Cancellation/Rejection of Solicitations
(1) Purpose
An Invitation for Bid, Request for Proposal, or other solicitation may be
canceled or any or all bids, proposals or responses rejected in whole or in
part, at the discretion of the City for any reason whatsoever. The reasons for
the cancellation shall be made part of the contract file. Notice of
cancellation shall be sent to all businesses solicited. The notice shall
identify the solicitation, give the reasons for the cancellation, and when
appropriate state that an opportunity will be given to compete on any
re-solicitation or similar procurement in the future. Reasons for rejection
will be provided to unsuccessful bidders or offerer's.
3-117 Awards to Local Businesses
Except for construction contracts, Federally funded projects, and Request for
Proposals, awards will be made to responsive and responsible local businesses
proposing a cost not more than two percent (2%) above the low bid or quote for
contracts involving an expenditure of $25,000.00 or less and made to responsive
and responsible local businesses proposing a cost not more than one percent
(1%) above the low bid or quote for contracts involving an expenditure greater
than $25,000.00
3-118 State Contracts
(1) Purpose
The State of Georgia Administrative Services Division secures state contracts
for numerous commodities. The City will utilize state contracts when it is
deemed to be in the best interest of the City. The state contract may be
utilized when time constraints deem it more prudent than the City initiating a
formal bidding process. A competitive sealed bid may be administered to
compare pricing, product, warranty etc . .. with the state contract.
3-119 Reimbursement to Employees
(1) Scope
Reimbursements to City employees for personal funds expended will be made only
under the following circumstances:
A. Personal funds utilized during job related travel.
-Documentation must be provided to Financial Planning in the current form
prescribed)
B. Positive Parenting employees
-Receipts for expenditures must be provided.
C. Personal funds utilized to purchase goods or supplies in the event of an
emergency which is job related.
-Receipts must be attached to the reimbursement request, accompanied by a memo
of explanation of the expenditure addressed to the Purchasing Division
Manager. An emergency shall be as described in article 3-115, Emergency
Procurement. If the expenditure is deemed not to be an emergency, the employee
will not be reimbursed.
RISK MANAGEMENT
Notwithstanding any provision of this ordinance or prior resolution, risk
management settlements not to exceed $25,000.00 may be approved by the City
Manager and the City Attorney from funds budgeted for risk management
purposes.
Section 2
All ordinances and parts of ordinances in conflict with this ordinance are
hereby repealed.
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
By adoption of this Ordinance, the City Council of Columbus, Georgia hereby
establishes new purchasing limits and guidelines for the Consolidated
Government of Columbus, Georgia and authorizes implementation of such in
accordance with administrative policies approved by the City Manager or
designee. The City Council of Columbus, Georgia also expressly authorizes the
City Manager or designee to establish additional or revise administrative
polices, as needed, for the effective implementation of the new guidelines; and
authorizes delegation to appropriate personnel to establish standard operating
procedures for such policies.
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Introduced at the regular meeting of the Council of Columbus, Georgia, held on
the 26th day of May, 2009, introduced a second time at the regular meeting held
on the ________ day of ______________, 2009 and adopted at said meeting by the
affirmative vote of _________ members of said Council.
Councilor Allen voting __________.
Councilor Anthony voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting .
Councilor Henderson voting __________.
Councilor Hunter voting __________.
Councilor McDaniel voting __________.
Councilor Turner Pugh voting __________.
Councilor Woodson voting __________.
_______________________________ _____________________________
Tiny B. Washington, Clerk of Council Jim Wetherington, Mayor
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