Subject:
Title
Permission to Issue Annual Supply Bids, Proposals, and Request for Qualifications or Negotiate Competitive Contracts for County Fiscal Year 2024-25.
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Fiscal Impact:
The estimated expenditures to procure these commodities and services are based on historical use by the County Departments and Offices, and the procurement is within their FY 2024-25 Board Adopted Annual Operating and Capital Budget.
Dept/Office:
Central Services/Purchasing Services
Requested Action:
Recommendation
It is requested that the Board of County Commissioners authorize Purchasing Services to coordinate the following procurement actions:
1. Solicit competitive bids or negotiated competitive contracts and award to the lowest, most responsive, responsible, and most qualified vendor(s); and
2. Solicit competitive proposals and requests for qualifications, establish selection and negotiation committees’ approval by the County Manager or designee, and award to the highest ranked proposer(s); and
3. Exercise renewal options upon evaluation of the supplier’s performance and recommendation from the user Department or Office; and
4. Authorize the County Manager to award and execute contracts, contract renewals, contract amendments, contract extensions, task orders, and purchase orders subject to the review and approval of the County Attorney’s Office, Risk Management, and Purchasing Services.
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Summary Explanation and Background:
Prior to the beginning of each year, Purchasing Services and Departments and Offices work together to develop an Annual Bid/Proposal/Qualifications (BPQ) for the Board’s approval. Departments and Offices estimate their annual procurement requirements for the items listed on the BPQ and are grouped by category for these commodities in order to develop a procurement process that achieves savings using formal competitive processes. The annual competitive process establishes a source, a firm price, and a performance period on high-volume, repetitive materials and continuing services.
Approval of the BPQ by the Board will grant permission to purchase routinely used commodities and services, eliminate an estimated several thousand individual purchase order transactions as well as expedite the award.
Procurement of professional consultants will be solicited in accordance with Board Policy BCC-26, “Acquisition of Consultant Professional Services,” and Section 287.055, Florida Statutes. The Board’s Policy and Florida Statutes allow the County to enter into contracts for professional services for projects in which the estimated construction costs do not exceed $7.5 million per project or study activity if the fee for professional services for each individual study under the contract does not exceed $500 thousand.
Annual negotiated competitive contracts and/or discounts establish a firm source period and price on high-volume materials and services, significantly reducing the number of repetitive, expensive daily purchase transactions through the utilization of open purchase orders.
The evaluation of renewal options utilizes factors such as market data, level of competition available, inflation, and vendor performance. The Departments and Offices, along with Purchasing Services, will document recommendations for exercising renewal options in the official bid or proposal files.
Formal contract renewals will be in accordance with the County Manager’s Administrative Order AO-29, “Contract and Grant Administration.”
Minimizing administrative costs by reducing and consolidating Board actions for competitive annual procurement of commodities and services ensures efficient use of available funds and the timely provision of commodities and services. The estimated costs associated with the commodities and services in the BPN are allocated to individual Departments and Offices based on the Board’s FY 2024-25 Adopted Annual Operating and Capital budget.
Clerk to the Board Instructions: