HomeMy WebLinkAboutResolution No. 499-01 Fiscal Management Policy and Procedures ManualRESOLUTION NO.: 499-01
A RESOLUTION OF THE CITY COUNCEL OF
THE CITY OF ZEPHYRHD.LS, FLOMDA,
REVISU^G THE FISCAL MANAGEMENT POLICY
AND PROCEDURE MANUAL; AND PROVTOWG
FOR AN EFFECTIVE DATE.
WHEREAS, the City Council of the City ofZephyrhills has detennined that
it is in the best interest of the citizens of the City ofZephyrhills to revise the Fiscal
Management Policy and Procedure Manual to insure efficient and effective fiscal
management for the City ofZephyrhills;
WHEREAS, various fiscal management policies and procedures have been
approved by the City CouncU of the City ofZephyrhills, all of which shall henceforth
be repealed and superseded by a revised Fiscal Management Policy and Procedure
Manual. A copy of which is attached hereto and made a part hereof.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City
ofZephyrhills as follows:
1. That the revised City of Zephyrhills Fiscal Management Policy and
Procedure Manual, a copy of which is attached hereto, shall be adopted as the written
expression of policies for fiscal management matters for the City ofZephyrhills.
2. The provisions of this Resolution shall become effective upon approval
by the City Council of the City ofZephyrhills, Florida.
RESOLVED in regular meeting on this ^ day of fite^A^ A.D,
2001.
i.r
CATHI L. COMPTON,
President of City Council
ATTEST- '
City Clerk, LmDA D BOAN
A. OY VRNSIDV., Mayor
TABLE OF CONTENTS
City of Zephyrhills
Fiscal Management Policy and Procedures Manual
Page
Adopting Resolution No. 499-01 i
100 - Annual Operating Budget 1
200 - Capital Improvements 2
300 - Investments 3
400 - Ad Valorem Real Estate Tax Bills 12
500 - Petty Cash 13
600 - Job Work Order System 14
700 - Purchasing Procedures 15
800 - Purchasing Under Government Contracts 21
900 - Selection of Professional Services 22
100 - Annual Operating Budget
Florida Statutes require municipalities to adopt annual operating budgets and provide
detailed guidelines as to the timing of the budget process. The City must develop and publish an
annual budget in accordance with these laws as they may currently exist.
The City adopts an annual operating budget for the General Fund and each Enterprise Fund
being used by the City. These individual fund budgets will make up the overall City budget.
Enterprise funds are Sanitation Fund,Utility Fund and Airport Fund.
A Capital Improvement Plan will be developed prior to development of the annual
operating budget to determine which capital purchases will be included in the annual operating
budget.
Budget Development and Coordination - Overall development and coordination of the budget
process is a responsibility of the city manager.
A budget calendar will be prepared by May 31 each year showing tentative dates that
budget steps will be accomplished.
Individual department heads will meet with the city manager to develop a working draft of
their department budgets.
Department drafts will be used to prepare an initial draft of the budget. Adjustments will be
made to this draft as required to balance the budget. The initial draft, once balanced,becomes the
tentative budget presented to City Council. A record will be maintained of any cuts required to
balance the budget.
The City Council will hold workshops and public hearings as required to complete review
of the budget.
Budget Approval - The budget must be approved by majority vote of the City Council at regular
Council meeting. Adoption of the budget is by ordinance. This will be the same meeting that
finalizes the adoption of a millage rate for the upcoming year. The millage rate and budget will be
adopted with separate ordinances. Once the budget is approved, it becomes legal authorization for
expenditures.
Changes to the Budget(after approval) - Since the budget is a legal document, any changes to the
budget must be recorded and posted. While changes should be kept to a minimum, there will be
occasions where unexpected expenditures or revenues change the original estimates,requiring a
change to appropriations and/or revenue estimates.
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200 - Capital Improvements
General - The city manager will develop an annual capital improvement budget to provide for
acquiring and replacing major capital items and facilities. The capital improvement budget will be
guided by the Capital Improvement Element of the Comprehensive Plan and include all capital
purchases of$1,000 or more. The budget process will address:
a. Recurring purchases of vehicles and equipment.
b. Major repair of existing capital assets.
c. New items of equipment or major capital facilities.
d. Funding sources for capital improvements.
Integration into Annual Budget - The recommended capital projects with costs and sources of
funding for the next fiscal year will be reviewed during the operating budget cycle.
Capital expenditures will be numbered and coded to assist in the budgetary process. This
numbering system will include the year of the expenditure and the department number.
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300-Investment Policy
1. SCOPE
The Investment Policy applies to all funds held by or for the benefit of the City of
Zephyrhills, Florida(the City).
2. INVESTMENT OBJECTIVES
The following investment objectives will be applied in the management of the City's funds.
A. The primary objective of the investment activities is the protection of City funds.
B. The investment strategy will provide sufficient liquidity to meet the City's
operating,payroll and capital requirements.
C. In investing public funds,the finance director will strive to maximize the return
on the portfolio,but will minimize investment risk.
D. The finance director will set procedures to control risks and diversify
investments regarding specific security types,maturities and financial institutions.
3. PURDENCE AND ETHICAL STANDARDS
The City staff shall use the"prudent person" standard in the management of the overall
investment portfolio.
The finance director, or persons performing the investment functions, acting as a"prudent
person"in accordance with the written policies and procedures and exercising due diligence, shall
not be responsible for an individual security's credit risk or market price change provided that
appropriate monitoring efforts are performed.
The"prudent person" standard is herewith understood to mean:
Investments shall be made with judgment and care,under circumstances then prevailing,
that persons of prudence, discretion, and intelligence exercise in the management of their own
affairs,not for speculation,but for investment, considering the probable safety of their capital as
well as the probable income to be derived.
4. INVESTMENT PERFORMANCE AND REPORTING
A portfolio report shall be provided each month to the city manager. The report shall
include a breakdown of the portfolio as well as its overall performance during that period.
5. DELEGATION OF AUTHORITY
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Responsibility for the administration of the investment program is hereby delegated to the
Finance Director who shall establish investment procedures based on these policies. The Finance
Director shall be responsible for the implementation of internal controls and monitoring the
activities of subordinate staff.
6. AUTHORIZED INSTRUMENTS
The finance director or appropriate staff shall purchase or sell investment securities at
prevailing market rates with city manager approval. Authorized instruments are as follows:
A. The Florida Local Government Surplus Funds Trust Fund(SBA) and the Florida
Municipal Investment Trust.
B. Negotiable direct obligations or obligations, the principal and interest of which are
unconditionally guaranteed by the United States Government. Such securities will include but not
be limited to the following:
1. Treasury Bills
2. Treasury Notes
3. Treasury Bonds
4. Cash Management Bills
5. Treasury Securities-State&Local Government Series (SLGS)
C. Non-negotiable interest-bearing time certificates of deposit or savings accounts in
banks and savings associations under the laws of this state and/or in national banks or savings
associations organized under the law of the United States and doing business and situated in this
state,provided that any such deposits are secured by the Florida Security of Public Deposits Act
Chapter 280, Florida Statutes, and provided that the bank or savings association is not listed with
any recognized credit watch information service.
D. Bonds, debentures, notes.or other evidence of indebtedness issued or guaranteed by
United States agencies provided such obligations are backed by the full faith and credit of the
United States Government. Such securities will include,but not be limited to, the following:
1. United States Export-Import Bank-Direct obligations or full guaranteed
certificates of beneficial ownership.
2. Farmers Home Administration-Certificates of beneficial ownership.
3. Federal Financing Bank-Discount notes, notes and bonds.
4. Federal Housing Administration Debentures.
5. General Services Administration Participation Certificates.
6. Government National Mortgage Association(GNMA)
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GNMA-guaranteed mortgage-back bonds
GNMA-guaranteed pass-through obligations
7. United States Maritime Administration Guaranteed Title XI Financing.
8. New Communities Debentures-US Government guaranteed debentures.
9. US Public Housing Notes and Bonds-US Government guaranteed public housing
notes and bonds.
10. US Department of Housing and Urban Development Project notes and local
authority bonds.
E. Bonds, debentures, notes or other evidence of indebtedness issued or guaranteed by
United States Government agencies (Federal Instrumentalities),which are non-full faith and credit
agencies limited to the following:
1. Federal Farm Credit Bank(FFCB)
2. Federal Home Loan Bank or its district banks (FHLB)
3. Federal National Mortgage Association(FNMA)-FNMA guaranteed pass-
through obligations
4. Federal Home Loan Mortgage Corporation(Freddie-Macs) including Federal
Home Loan Mortgage Corporation participation certificates
5. Student Loan Marketing Association(Sallie-Mac)
6. Tennessee Valley Authority(TVA)
F. Repurchase agreements comprised of only those investments as authorized in
Section B, C and D.
7. INVESTMENT MATURITY AND LIQUIDITY
A. To the extent possible, an attempt will be made to match investment maturities with
known cash needs and anticipated cash flow requirements. Investments of current operation funds
shall have maturities of no longer than twelve (12)months. Investments of bond reserves,
construction funds, and other non-operating funds shall have a term appropriate to the need for
funds and in accordance with debt covenants,but in no even shall exceed three (3) years. The
maturities of the underlying securities of a repurchase agreement will follow the requirements of
the Master Repurchase Agreement.
B. Investments do not necessarily have to be made for the same length of time that the
funds are available. The basic criteria for consideration of investments are listed below:
1. Keep maturities short in a period of constantly rising interest rates based on
treasury bill auctions or the daily Federal Funds rate.
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2. Keep maturities short in a period of inverted treasury yield curve (short-term
rates are higher than the long-term rates).
3. Maturities should be lengthened when the treasury yield curve is normal and
is expected to remain whole.
4. Maturities should be lengthened when interest rates are expected to fall
based on economic reports taken as a whole.
5. The yield curves of the market should be analyzed for significant breaks in
yields over various maturity dates. The points at which the yield curve breaks are the points at
which there are significant marginal declines in yields for incremental changes in maturity dates.
Investments should be made at these breaks in the yield curve so that yields will be maximized.
8. BID POLICY
After the Finance Director or staff has determined the approximate maturity date based on
cash flow needs and market conditions and has analyzed and selected one or more optimal types of
investment, a minimum of three (3)banks and/or dealers must be contacted and asked to provide
bids on the securities in question. To the extent permitted by law,bids will be held in confidence
until the highest bid is determined and awarded. If the maturing investment is a certificate of
deposit, then one of the contacts shall be the present holder of the funds subject to the portfolio
diversification requirements in this policy. Due to the cost of safekeeping, one business day
repurchase agreements and overnight sweep repurchase agreements will not be bid,but may be
placed with the depository bank relating to the demand account for which the repurchase agreement
was purchased. This bid policy shall not apply to investments authorized in Section A.
9. RISK AND DIVERSIFICATION
{ Assets held shall be diversified to control the risk of loss resulting from overconcentration
of assets in a specific maturity, issuer, instrument, dealer or bank through which these instruments
are bought and sold. The appropriate management staff shall review and revise periodically as
necessary the diversification strategies within the established guidelines.
10. AUTHORIZED INVESTMENT INSTITUTIONS AND DEALERS
The Finance Director shall only purchase securities from financial institutions that are
qualified as public depositories by the Treasurer of the State of Florida or from securities dealers
that are members of the National Association of Securities Dealers (NASD) and the Securities
Investors Protection Corporation(SIPC)with a physical presence in Florida and having minimum
net capital as required by Rule 15c3-1 of the Securities and Exchange Commission(SEC) of$10
million($10,000,000) or primary securities dealers as designated by the Federal Reserve Bank of
New York.
Repurchase agreements shall only be entered into with primary securities dealers and
financial institutions that are state-qualified public depositories.
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11. THIRD PARTY CUSTODIAL AGREEMENTS
The finance director,with prior city manager approval,may execute a Third-Party Custodial
Safekeeping Agreement with a commercial bank having trust powers or a trust company chartered
by the United States Government or the State of Florida. All securities purchased and/or collateral
obtained by the City shall be properly designated as an asset of the City and held in safekeeping by
the trust department or trust company and no withdrawal of such securities, in whole or in part,
shall be made from safekeeping except by an authorized City staff member.
The Third-Party Custodial Safekeeping Agreement shall include letters of authority from
the City, details of each party's responsibilities,notification of security purchases, sales, delivery,
repurchase agreements,wire transfers, safe-keeping and transaction costs,procedures in care of
wire failure, or other unforeseen mishaps including liability of each party.
12. MASTER REPURCHASE AGREEMENT
The finance director will require all approved institutions and dealers transacting repurchase
agreements to execute and perform as stated in the Master Repurchase Agreement. All repurchase
agreement transactions will adhere to requirements of the Master Repurchase Agreement.
13. INTERNAL CONTROLS
The finance director shall establish and monitor a set of internal controls designed to protect
the City's funds and ensure proper accounting and reporting of the securities transactions. Such
internal controls shall include,but not be limited to the following:
A. All securities purchased or sold will be transferred only under the"deliver versus
payment"(D.V.P.)method to insure that funds or securities are not released until all criteria relation
to the specific transaction are met.
B. The finance director is authorized to accept on behalf of and in the name of the City
of Zephyrhills bank trust receipts or confirmation as evidence of actual delivery of the obligations
or securities in return for investment of funds.
C. Trust receipts or confirmations shall fully describe the various obligations or
securities held. The receipt or confirmation shall state that the investment is held in the name of
the City of Zephyrhills.
D. The actual obligations or securities,whether in book-entry or physical form, on
which trust receipts or confirmations are issued may be held by a third-party custodial bank and/or
institution or by designated correspondent bank with a correspondent relationship to the City's
third-party custodian.
E. Other internal controls such as:
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1. Written documentation of telephone conversations.
2. Adequate separation of duties.
3. Custodial safekeeping.
4. Supervisory control of employee actions and operations review.
5. Performance evaluations and interim reporting.
F. The finance director will coordinate all daily investment activity. The city manager
has designated the position of finance director with the authority to initiate all investment activities,
other positions may be designated as the city manager deems necessary.
14. PORTFOLIO COMPOSITION
The guidelines for investments and limits on security issues, issuers, and maturities as
established by the City are addressed herein. The city manager or the city manager's designee shall
have the option to further restrict or increase investment percentages from time to time based on
market conditions. Any changes to the established portfolio composition must be in writing from
the city manager directed to the finance director. Purchases of investments based on bond covenant
requirements shall not be included in the portfolio's composition calculations.
A. Florida Local Government Surplus Trust Fund(SBA) and the Florida Municipal
Investment Trust.
1. Investment Authorization-The Finance Director, with prior approval of the
City manager,may invest in the SBA and the Florida Municipal Investment Trust
2. Portfolio Composition-A maximum of 100%of the portfolio may be
invested in the SBA and the Florida Municipal Investment Trust.
B. United States Government Securities
1. The finance director,with prior city manager approval, may invest in
negotiable direct obligations or obligations,the principal and interest of which are unconditionally
guaranteed by the United States Government. Such securities will include,but not be limited to the
following:
Treasury Bills
Treasury Notes
Treasury Bonds
Cash Management Bills
Treasury Securities-State&Local Government Series (SLGS)
2. Portfolio Composition-A maximum of 50% of the portfolio may be invested
in the United States Government Securities.
3. Maturity Limitations- The maximum length of maturity of any direct
investment in government securities is three(3) years, except for the underlying securities of
repurchase agreements.
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C. United States Federal Agencies (full faith and credit of the United States Government).
1. Purchase Authorization—With prior city manager approval,the fmance
director may invest in United States Federal Agency securities that include obligations of the:
United States Export-Import Bank-Direct obligations or full guaranteed certificates
of beneficial ownership
Farmers Home Administration-Certificates of beneficial ownership
Federal Financing Bank-Discount notes,notes and bonds
Federal Housing Administration Debentures
General Services Administration Participation Certificates
Government National Mortgage Association(GNMA)
GNMA-guaranteed mortgage-back bonds
GNMA-guaranteed pass-through obligations
United States Maritime Administration
New Communities Debentures-US Government guaranteed debentures
US Public Housing Notes and Bonds-US Government guaranteed public housing
notes and bonds
US Department of Housing and Urban Development Project notes and local
authority bonds
2. Portfolio Composition-A maximum of 30%of the portfolio may be invested
in United States Federal Agencies
3. Maturity Limitations-Limited to the maturity requirements of United States
Government Securities.
D. Federal Instrumentalities (United States Government Agencies that are non-full faith
and credit).
1. Purchase Authorization-With prior city manager approval,the finance
director may invest in Federal Instrumentalities that include obligations of the:
Federal Farm Credit Bank(FFCB)
Federal Home Loan Bank or its district banks (FHLB)
Federal National Mortgage Association(FNMA)-FNMA guaranteed pass-
through obligations.
Federal Home Loan Mortgage Corporation(Freddie-Macs) including
Federal Home Loan Mortgage Corporation participation certificates.
Student Loan Marketing Association(Sallie-Mac)
Tennessee Valley Authority(TVA)
2. Portfolio Composition-A maximum of 30%of the portfolio may be invested
in Federal Instrumentalities.
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3. Limits on Individual Issuers-A maximum of 15% of the portfolio maybe
invested in any one issuer.
4. Maturity Limitations-The maximum length of maturity for an investment in
any Federal Instrumentality is three(3) years.
E. Non-Negotiable Interest-Bearing Time Certificates of Deposit
1. Purchase Authorization-With prior city manager approval, the finance
director may invest in non-negotiable interest-bearing time certificates of deposit or savings
accounts in banks or savings associations organized under the laws of this state and/or in national
banks organized under the laws of the United States and doing business and situated in this state,
provided that any such deposits are secured by the Florida Security for Public Deposits Act,
Chapter 280,Florida Statutes, and provided that the bank or savings association is not listed with
any recognized credit watch information service.
2. Portfolio Composition-A maximum of 30% of the portfolio may be invested
in non-negotiable interest-bearing time certificates of deposit or savings accounts.
3. Limits on Individual Issuers-A maximum of 10% of the portfolio may be
deposited with any one issuer.
4. Maturity Limitations-The maximum maturity of any certificate shall be no
greater than one(1) year from the time of purchase.
F. Repurchase Agreements
1. Purchase Authorization-The finance director,with prior city manager
approval,may invest in repurchase agreements based on the requirements set forth by the Master
Repurchase Agreement. All firms with which the City enters into a repurchase agreement will
have in place an executed Master Repurchase Agreement with the finance director.
2. Portfolio Composition-A maximum of 20% of the portfolio may be invested
in repurchase agreements with the exception of one(1)business day agreements or overnight
sweep agreements.
3. Limited on Individual Sellers-A maximum of 5% of the portfolio may be
invested with any one institution or dealer with the one exception of one(1)business day
agreements and overnight sweep agreements.
4. Maturity Limitations-The original maturity of the security must be 180 days
or less.
15. MONEY MANAGERS
The city manager may utilize an outside money manager to invest up to 25% of the
portfolio.
16. STANDARDS OF ETHICS
Officers and employees involved in the investment process shall refrain from
personal business activity that could conflict with proper execution of the investment programs, or
that could impair their ability to make impartial investment decisions. Employees and investment
officials shall disclose to the city manager any material financial interest in financial institutions
that conduct business with the City of Zephyrhills and shall further disclose any large personal
financial or investment positions that could be related to the performance of the City's portfolio.
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Employees and investment officers shall subordinate their personal investment transactions to those
of this jurisdiction,particularly with regard to the timing of purchases and sales.
17. REPORTING
The finance director shall submit annually to the City Council an investment report
outlining the City's investment transactions for the preceding year and describing the City's
investment position as of the date of the report. Earnings on investments shall be compared to
benchmark indicators relative to portfolio performance. Quarterly reports, in addition to the
required annual report,will be provided to the city manager.
18. CONTINUING EDUCATION
This investment policy shall provide for the continuing education of the unit of local
government's officials responsible for making investment decisions or chief financial officer. Such
officials must annually complete eight(8)hours of continuing education in subjects or courses of
study related to investment practices and products.
19. AUDITING
State and local laws require an annual audit of the City's financial records. That
audit will include a review of all investment activity for the year for compliance with these
investment procedures. Included in the audit review will be a review of internal controls related to
investment of City funds and appropriate investment documentation.
20. INDEMNITY
The financial director and other employees authorized to invest City funds shall be
personally indemnified in the event of investment loss provided investments are made in full
compliance with these policies.
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400 - Ad Valorem Real Estate Tax Bills
Exempt - Article VII, Section 3 of the State Constitution provides: "All property owned by a
municipality and used exclusively by it for municipal or public purposes shall be exempt from
taxation".
Non Exempt - Property owned by the City but leased to persons for private purposes is subject to
taxes. The City is also liable for any taxes on property in the year in which it is acquired but
may apply for an exemption for future years.
Payment of Taxes Due - Upon receipt of tax bills each year the director of finance shall review
each bill to determine the property or parcel taxed.
(1) Leased property - A copy of the tax bill will be sent to the leaseholder within 15
days of receipt along with notice that the amount due within any month must be received by the
City prior to the 20th day of the month. Upon receipt of the payment the City shall in turn submit
payment to the tax collector's office. In the event that the payment is not received prior to March
20th,payment shall be made by the City and the leaseholder shall be billed for the amount due,
plus interest at 9%per annum calculated from March 20th.
Finance is charged with the responsibility to ensure all taxes are collected and paid
to the Pasco County Tax Collector's Office (as presented by the Pasco County Property Appraiser's
Office).
(2) Acquired Property - Taxes due on property acquired by the City for public use
shall be paid by the City upon receipt of the tax bill and an exemption from future taxes shall be
confirmed or applied for.
Application for Exemption - Upon receipt of any deed, conveyance or dedication of property to
the City, the director of finance shall prepare a request for tax exemption to be signed by the city
manager and submitted to the Pasco County Property Appraiser.
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500 - Petty Cash Funds
General - Petty Cash is money set aside for the purpose of making change or paying small
obligations for which the issuance of a formal voucher or check would be too expensive or time
consuming. Petty Cash purchases will not be made only to avoid adhering to standard purchasing
procedures.
Maximum Purchase Amount - A limit of$10.00 per purchase is imposed so as to not deplete the
fund prematurely.
Receipts - Petty Cash vouchers must be account coded before reimbursement is made, along with
a description of the purchase and signature of purchaser.
Existing Petty Cash Funds - There are three established funds:
a. General Services $50.00
b. Police Department 50.00
c. Library 25.00
Approval of the city manager is required to establish any other Petty Cash Fund.
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600 - Job-Work Order Systems
General - The City will use a Work Order(W.O.) System to account for designated jobs and
services within the City. The purpose of the W.O. System will be to accumulate the total cost of
labor and materials used for particular jobs or services. W.O.'s will be used for vehicle and
equipment maintenance, sewer and water department maintenance and jobs, and selected public
works jobs. All major jobs designated by the city manager will fall under the Work Order System.
The account structures for each department currently using W.O.'s. W.O.'s should be
completed and filed within two (2)working days after the end of each month.
Month-end reports will be provided to each department on request. The following reports
will be available: •
1 Monthly History Report showing postings to each account for the month.
( ) eP p g
(2) Monthly Summary Report(manual) showing postings accumulated year to date.
(3) Year-end History Report showing all account activity for the year.
Labor and Equipment Rates - Labor and equipment rates to be used for W.O.'s will be reviewed
annually and new rates will be effective on 1 October each year.
Material and Parts Cost - Material and parts will be posted to W.O.'s using actual cost. If actual
cost is not available (or impractical to determine) estimated cost will be used.
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700 - Bidding/Purchasing Procedures
Purchasing from a Bidders List
The Finance Department is responsible for all aspects of the City's centralized procurement
process. Its objective is to acquire needed goods and services as efficiently and as inexpensively as
possible,while assuring fair and equal opportunity to all qualified vendors. The Finance
Department's primary function is to assist other city departments in their procurement efforts,
securing materials and services,which meet necessary standards. Concurrently,Finance monitors
all procurement to ascertain compliance with applicable laws.
How to Become a Registered Bidder on the City's Bidders List
The City of Zephyrhills has established a data base of registered bidders and the
commodities the firm provides. This data base, called the Bidder System, is accessed for all
proposed bids and requests for proposals. A$12.50 annual fee is required with the bidder's
completed application form. This fee helps defray costs relating to postage and copying.
Please contact the City of Zephyrhills at 780-0000, for an application. If you have any
questions concerning the Bidder System,please telephone and a member of our staff will be happy
to assist you.
Vendor Application
Thank you for your interest in becoming a registered vendor with the City of Zephyrhills.
The following is the City's Vendor Application that contains many of the items/commodities the
City may solicit through bid documents, requests for written quotation, and/or requests for
proposals.
If you would like to be listed on our computerized bidder system and to be contacted for the
items that your firms provides, you can print, complete and mail this application, along with a
$12.50 annual fee. Solicitations for specific commodities will indicate your firm as a supplier and
you will be automatically notified of all upcoming bids valued at$5,000 or greater. You will also
be solicited,where feasible, for written quotations of lower dollar amounts.
Please mail your completed form to: City of Zephyrhills Purchasing, 5335 8th Street,
Zephyrhills,FL 33540. Please make checks or money orders payable to the City of Zephyrhills.
If you have any questions please call(813)780-0000.
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Mail to:
City of Zephyrhills,Florida
Purchasing VENDOR APPLICATION
5335 8th Street
Zephyrhills, FL 33540
813/780-0000 Purchasing Use Only
Name of Firm Vendor Number
Mailing Address (If remittance address is different,please attach a separate sheet) Date of Receipt
City State Zip Code Date of Payment
Principal Contact for Firm Date Entered
Telephone Number(include area code) Fax Number(include area code)
The above name is authorized to sign bids,offers,contracts and checks:❑Yes 0 No.If no,list below contact who is an authorized authority.
Name Title Telephone Number(include area code)
Primary Business:
0 Authorized Distributor 0 Wholesaler 0 Jobber ❑ Services ❑ Retailer ❑ Manufacturer 0 Other:
Federal I.D.Number Occupational License Number
td. Business is licensed(unless exempt by applicable law),permitted Information from Florida Secretary of State:
or certified to do business in the State of Florida: 0 Yes ❑ No State of Florida Corporation ID#
cn License#
State of Florida Fictitious Name Re .#
Type of Organization:❑Individual 0 Small Business Concern(As defined by the Small Business Administration)
❑Small Disadvantaged Business Concern 0 Non-Profit Organization 0 Partnership ❑Joint Venture
❑Corporation: Incorporated under the laws of the state of
Names of Officers,Owners and Partners:
Name Title Telephone Number
Firm is:❑Independently Owned ❑ a subsidiary,affiliate or division of (Parent Company)
Location of Main Office: _
❑Within City Limits 0 Hillsborough County 0 Pasco County ❑ Other Florida County ❑Outside Florida in USA ❑Outside USA
Terms For Payment Bonding Capacity:❑Don't know 0 Under$100,000 ❑ Over$100,000
Is your business interested in providing goods and services during an emergency or disaster?❑Yes❑No.If yes,24-hour emergency contact
person's name: Telephone# Cellular Phone#
Name of Firm Contact Person Telephone Number
z
pI certify that the information supplied herein, including all pages attached is correct and that neither the applicant nor any person (or
concern)in any connection with the applicant is a principal officer so far as known,is now debarred or otherwise ineligible by the City of
U Tampa from bidding for furnished materials,supplies or services to the City or any agency thereof.
Signature Title Date
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General - The Purchase Order(P.O.)'will be used for all city purchases. The P.O. should be
requested, approved, and issued-prior to making a purchase. The purpose of the P.O. system is to
give effective managerial control over the City budget and cash flow. All purchases of fixed assets,
materials, supplies and services must be coordinated through the city manager or the designated
purchasing agent to insure compliance with bid requirements set forth in City ordinance and state
law. Purchase orders will be centrally controlled and issued by General Services where a written
register of all purchase orders will be maintained. Note: this policy will be revised when
"Electronic Purchase Orders" are available and will be filed with Finance.
When purchasing a capital expenditure the coded number for that budgeted item will be
included in the P.O.
- Purchases over$5,000 must be submitted for bid unless waived by City Council. When
preparing an item for bid, the department manager will coordinate the requirements and
specifications with the purchasing agent. Bids will be received by the city clerk.
- Bids are optional for purchases under$5,000. If not bid, these purchases are subject to the
procedures outlined below.
Purchase of Items Less than$500 - The department manager will complete a P.O. request form
and submit the request to the city manager for approval. Separate quotations are not required for
purchases under$500. Prior to approval, the P.O. request is only a request to purchase and no one
is authorized to order materials or services from a vendor until a P.O. is issued. A P.O. will be
prepared by General Services from the approved P.O. request. Vendor and department copies will
be returned to the department.
Purchase of Items Over$500 - The department manager will obtain price quotations from 3
separate vendors and include quotations on the P.O. request. Again, the P.O. request must be
approved and the P.O. issued prior to actually placing the order. (A single vendor may be listed if
purchase is covered under a State or GSA purchasing contract).
Emergency Purchases - Each department is authorized to make emergency purchases without
complying with the standard procedures,provided that a P.O. request outlining all facts and
circumstances which prohibited compliance with standard procedures is submitted within 24 hours
of the purchase.
Open or Blanket Purchase Orders - Each department requiring an open P.O. will submit a P.O.
request to the city manager for approval. Once approved, the P.O. will be issued with the notation:
ti "Term order, furnish items as requested by City of Zephyrhills employees when above
purchase order is referenced. Issue monthly statement supported by signed counter tickets. This
order expires on 20
It is the responsibility of the department manager to advise the city manager and the vendor
of those employees authorized to make purchases under the open P.O. The authorized person's
name will be on the open P.O.
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Receiving - Upon receipt of goods or services ordered,the delivery ticket, invoice, or other
written verification of goods received will be forwarded to accounting together with the department
copy of the P.O. On all single items costing more than$500, a complete description including
serial number shall be provided to maintain an accurate inventory of fixed assets.
Summary of Procedures -
(1) P.O. Request is submitted to city manager for approval.
(2) P.O. is prepared from approved request:
-White copy is sent to vendor(by department)
-Yellow copy retained by department
-Pink copy sent to accounting
(3) When goods received, yellow copy is forwarded to accounting with written
verification of receipt.
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}
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Addendum 1
ITEM TO BE PURCHASED/BID
Bidding/Purchasing Date
Bid Specifications Prepared by
Notice to Bidders Prepared by
Date Notices Mailed to those on Bid List
Date of Publication in
Copy of Advertisement for Bid/Request for Proposals/Qualifications
Date Bids to be Opened
Bids Filed in Permanent File#
Request for Bid Prices (or quotes if under$5,000)
Copy of Verification of State Contract Numbers (Vendor#,Agreement#)
If"Piggyback"Purchase, Copy of Agency Bid/Award Documents
Bid Presented to City Council'
Council Awarded Bid to:
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Addendum 2
CONTRACT/AGREEMENT with
Date
Contract/Agreement provided by vendor or department
Contract/Agreement given to City Attorney
City Attorney review/approval
Copy provided to city manager
Bid/Contract/Agreement/Lease presented to City Council
Date of Council Approval
City Clerk provided document for Signature
Signed copy provided to appropriate department
Original recorded/filed in permanent file#
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800—Purchases Under Government Contracts
Purchases of goods or services in excess of$5,000 may be exempt from the sealed bid
process under the provision of state law that allows for that procedure when a purchase is made
through a contract awarded to a local, state or federal governmental agency. Prior to any purchase,
the department shall determine whether or not the goods or services may be obtained through
another governmental agency's annual contract. While purchases under a government contract are
generally lower than what can be obtained through open market bidding, the department manager
shall review and document the prices and costs to confirm that the contract provides the best
alternative. Consideration should be given to the brand or make of the product and costs associated
with the availability of maintenance and service and compatibility with existing stock.
When proposing to purchase goods and services under a contract or bid obtained by any
state or local government (i.e.piggybacking), the State of Florida or United States of America, the
department manager shall obtain information pertaining to the bidding procedure used and bid
response amounts if available. Purchase orders or contracts for purchases under other
governmental agency's contracts must be annotated with the name and contract number and
approved by the city manager. Using state contract procedures does not preclude departments from
advertising items or services locally if desired.
For"sole source"purchasing, department managers should make every effort to ensure no
other vendor or supplier is available.
If using a state term contract or SNAPS II agreement, the appropriate department manager
shall be responsible for ensuring that the person or company being used has a current state SNAPS
II agreement or state contract number. Any single SNAPS II purchase shall not exceed$25,000
and the total purchase per year from any one agreement must be less than the threshold for category
IV ($150,000). Contractor will provide copy of contract(SNAPS II).
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900 - Selection of Professional Services (RFP &RFQ)
(Competitive Negotiation)
The City shall publish a legal advertisement requesting proposals from firms providing
services when the construction cost of a project is estimated to be more than$120,000 (conforms to
Florida Statute 287.055) or a planning study is estimated to cost in excess of$10,000. The notice
shall include a general description of the project.
Qualified firms or individuals desiring to provide professional services must possess
professional training, adequate personnel and have a past record and experience in performing the
type of work desired consistent with the scope and complexity of the project. Firms interested in
performing the work shall provide sufficient documentation to the City for the City to be able to
determine professional competence.
The city manager shall appoint a ranking committee of at least three (3)persons to review
and evaluate the qualifications of all interested firms. The committee shall select at least three(3)
( firms that are licensed in the State of Florida and are otherwise professionally qualified. The
committee shall consider the following along with any other appropriate information:
(1) Ability of professional personnel
(2) Past performance on other work
(3) Ability to complete the work on time and within budget
(4) Location of firm and personnel and travel time required
to project site
(5) Recent, current and projected work loads
(6) Work performed for the City and other clients
(7) Reputation
(8) References
Following the selection of at least three(3) qualified firms,the committee shall refer their
selections to City Council. The selected firms may be invited to make public presentations to
Council on their ability to perform the work required.
Following presentations, the City Council shall select in order of preference the firms
qualified to perform the work.
Following Council selection, a committee shall be commissioned, comprised of the
department manager or his/her representative, city manager or his/her representative,the city
attorney, and/or any other representative deemed appropriate, and shall negotiate a contract with
the most qualified firm for professional services at compensation which the City determines is fair,
competitive and reasonable.
Should the City be unable to negotiate a contract with the most qualified firm, negotiations
shall be terminated and the City shall undertake negotiations with the second most qualified firm.
Failing accord with the second firm,the City shall undertake negotiations with the third firm. Final
disposition of each negotiated proposal will be presented to City Council.
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