15-2807 Amending Purchasing Policy; Repealing Resolutions 650, 05-1573,

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City of Casselberry Purchasing Policy Effective: December 14, 2015 TABLE OF CONTENTS SECTION I. GENERAL PROVISIONS ....................................................................... ............................... 4 1.0 AUTHORITY AND PURPOSE ............................................................................ ............................... 4 1.1 APPLICABILITY AND EXCLUSIONS ............................................................... ............................... 4 1.2 SEVERABILITY .................................................................................................... ..............................6 1.3 WAIVER OF REQUIREMENTS .......................................................................... ............................... 6 1.4 CHANGES IN LAWS AND REGULATIONS ..................................................... ............................... 6 1.5 REQUIREMENT OF GOOD FAITH .................................................................... ............................... 6 1.6 CONFIDENTIAL INFORMATION ..................................................................... ............................... 6 SECTION II. ETHICS IN PUBLIC CONTRACTING ............................................... ............................... 7 2.0 STANDARDS OF CONDUCT ............................................................................. ............................... 7 2.1 CONFLICT OF INTEREST .................................................................................. ............................... 7 2.2 CONE OF SILENCE / LOBBYING BLACK -OUT PERIOD ............................... ............................... 8 2.3 PROHIBITION AGAINST CONTINGENT FEES ............................................... ............................... 9 2.4 UNAUTHORIZED PURCHASES PROHIBITED ................................................ ............................... 9 SECTION III. AUTHORITY AND AUTHORIZATION TO ESTABLISH PROCEDURES ..............10 3.0 PROCUREMENT AUTHORITY ........................................................................ ............................... 10 3.1 PROCUREMENT AUTHORIZATION TO ESTABLISH PROCEDURES ....... ............................... 13 SECTION IV. SPECIFICATIONS ................................................................................ .............................15 4.0 MAXIMUM PRACTICABLE COMPETITION ................................................... .............................15 4.1 SPECIFICATIONS PREPARED BY OTHER THAN CITY PERSONNEL ......... ............................... 15 4.2 QUALIFIED PRODUCTS LIST ........................................................................... ............................... 15 4.3 BRAND NAME SPECIFICATION ...................................................................... ............................... 15 4.4 STANDARDIZATION ........................................................................................ ............................... 16 SECTION V. PROCUREMENT ADMINISTRATION ............................................... .............................17 5.0 METHODS OF SOURCE SELECTION ............................................................. ............................... 17 5.1 FORMAL SOLICITATIONS .............................................................................. ............................... 17 5.2 INFORMAL /SMALL PURCHASES .................................................................. ............................... 18 5.3 COOPERATIVE PURCHASING AND PIGGYBACKING ............................... ............................... 19 5.4 SINGLE /SOLE SOURCE PROCUREMENT ..................................................... ............................... 19 5.5 EMERGENCY PROCUREMENTS .................................................................... ............................... 20 5.6 OWNER DIRECT PURCHASE PROGRAM ..................................................... ............................... 20 5.7 PURCHASING CARD PROGRAM .................................................................... ............................... 20 5.8 DIRECT PAYMENTS ......................................................................................... ............................... 21 5.9 PURCHASE OF USED EQUIPMENT ................................................................ ............................... 22 5.10 PURCHASE OF REAL PROPERTY AND PERMANENT EASEMENTS ....... ............................... 22 5.11 BID/PROPOSAL ACCEPTANCE AND EVALUATION .................................. ............................... 22 5.12 RESPONSIBILITY OF BIDDERS AND RESPONDENTS ............................... ............................... 23 5.13 INSURANCE, BONDS AND SECURITY REQUIREMENTS .......................... ............................... 25 5.14 CANCELLATION OR REJECTION OF SOLICITATIONS .............................. ............................... 25 SECTION VI. CONTRACTING .................................................................................. ............................... 28 6.0 TYPES OF CONTRACTS ................................................................................... ............................... 28 6.1 CONTRACT TERMS AND CONDITIONS ....................................................... ............................... 28 6.2 MULTI -YEAR CONTRACTS AND APPROPRIATION OF FUNDS ............... ............................... 28 6.3 CONTRACT ADMINISTRATION AND COMPLIANCE ................................ ............................... 28 Page 2