MEXICOBEACH  0DA  CITY COUNCIL REGULAR MEETING TUESDAY,MAY 14,2024. AT9:00. A.M. PUBLIC WORKS BUILDING Mayor, Richard Wolff  Councilman, Jerry Smith Couniclwoman, Linda Hamilton Tim Sloan, Interim City Attorney  Councilman, Jason Adams Councilman, Tim Linderman City Clerk, Tammy Brunson  Chris Hubbard, City Administrator  This meeting willl be lives streamed ont the City of Mexicol Beach Government Facebook page. Ifyoul have any questions or comments on the agenda, please email them up to 2 hours prior to the meeting at vamexicohacht.gov  I. II.  CALLTO ORDER INVOCATION  III. PLEDGE OF ALLEGIANCE IV. ROLLCALL V.  CONSENT AGENDA 1. Minutes March 12.2024 2. Minutes March 26, 2024 VI. SCHEDULED APPEARANCES 1. Dina Bautista, AtkinsRealis 2. Kimberly Shoaf, Mexico Beach CDC 3. Elizabeth Moore, Anchor CEI 4. Calvin Palmer, Avcon VII. PLANNING AND: ZONING  1. Appointment of Alternate Planning and Zoning Board Members - Chris Hubbard  Erik Fosshage Larry Henderson  VIII. REGULARAGENDA  . Task Orderk2-AVCON- Stormwater Study projected cost ofS517,500.00- - Chris Hubbard  a. Open Public Discussion b. Close Public Discussion Discussion d. Motion to Approve/Deny    2. Consideration to Amend Policy and Procedure Manual per FDEM and FROC-S Sandy Walker  a. Emergency Financial Plan b. Procurement Policy Disaster Debris Policy  d. Pay for Work during Emergencies or Disasters  3. Consideration of RFP Proposals forl Legal Services - Chris Hubbard  a. Open Public Discussion b. Close Public Discussion Discussion d. Motion to Approve/Deny  Consideration of RFP Proposals for Curbside Yard Debris-Chris Hubbard  Open Public Discussion Close Public Discussion Discussion d. Motion to Approve/Deny a. Open Public Discussion b. Close Public Discussion Discussion d. Motion to Approve/Deny a. Open Public Discussion b. Close Public Discussion Discussion Motion to Approve/Deny  5. Consideration of RFP Proposals for Disaster Debris Removal- Chris Hubbard  Consideration of RFP Proposals for 7th Street Restrooms - Chris Hubbard  7. Consideration to give Bay County Sheriff'sOffice $67,000 in LEI Impact Fees - Chris Hubbard  8. Consideration to Purchase Two New Pickup Trucks= Chris Hubbard  Consideration to Purchase Two Restrooms, Pole Barn and Site Work for Under the Palms 10. Consideration to Advertise for Engineering Services for Pier Extension Design and Permitting 11. Consideration to Approve Proposal from Anchor CEI for Engineering Services to Design/Build Project for 60x40 Steel Building Warehouse- Chris Hubbard 12. Discussion ofthe futurel Purchase of Water Meters and Upgrade Meter Reading System -Chris 13. Discussion of the future Purchase ofan Upgrade Sewer. Alarm and Monitoring System - Chris  Park- Chris Hubbard C Chris Hubbard  Hubbard Hubbard 14. April Financial Report    IX. CITIZEN COMMENTS  1. Speaker must come tot the podium ands state name and city ofr residence  2. Comments are limited to 3 minutes  X.  MAYOR COMMENTS XI. COUNCIL COMMENTS XII. STAFF COMMENTS  1. City Attorney 2. City Administrator  X.  ADJOURNMENT  Emailed to interested parties and posted on the city website on: 05/09/2024  Note: Copies of the Agenda items are posted on the City's Website mexicobeachfl.goy This meeting will be *You are hereby notified that in accordance with Florida Statutes, you have ar right to appeal any decision made by the Council with respect to any matter considered. You may need to ensure that a verbatim record of the proceedings is made which may need to include evidence and testimony upon which the appeal is based. Any person requiring a special accommodation att this meeting because ofa disability or physical impairment should contact Tammy Brunson, City Clerk, at 201 Paradise Path, Mexicol Beach, Florida 32456; or by phone (850) 648- 5700 at least five calendar days prior to the meeting. Ifyou arel hearing or speech impaired, and you possess TDD equipment, you may contact the City Clerk using thel Florida Dual Party Relay System, which can be reached at  recorded on the website.  1-800-955-8770(IDD    City of Mexico Beach Meeting Minutes TUESDAY MARCH1 12, 2024-9:00AM  The City of Mexico Beach City Council met in ar regular meeting on Tuesday March 12, 2024, at 9:00 am at the Public Works Building in Mexico Beach. Mayor Miller andt thet following Councilmembers were present: Linda Hamilton, Adrian' Welle, Jerry Smith and Richard Wolff. Also present were City Administrator, Chris Hubbard, City Clerk, Tammy Brunson and City Attorney  Clint McCahill.  Call to order: Mayor Miller called the meeting to order at 9:00 am.  Consent Agenda: Mrs. Hamilton motioned, and Mr. Welle seconded to approve the meeting minutes for  February 27, 2024, and March 7, 2024. Motion passed with unanimously.  II.  Other Business: for February 2024.  1. Employee of the Month - Tommy Davis presented Nic Nicodemus with the Employee oft the Month Award 2. Discussion on food truck control was brought to the table. Several citizens and food truck operators brought up concerns such as location of1 trucks, parking, traffic control, possible central location for all trucks, likea food court, change of use notifications to neighboring property owners, limiting the number of trucks allowed and the difference between a food truck and a food trailer. Options discussed were using Parker Park, the old fire station location on 14th St or the city owned property on 37th St for ai food court like location. All agreed the 27th St truck location is not ideal and possibly limiting the number of truck and location allowed in the city limits. Comments continued with leave the currents locations alone since they are not causing issue and restrict new location coming onboard. Forming a special committee to review the process was also an option. City staff was directed to make sure any change of use is noticed correctly. Consensus was to have Planning & Zoning Board revisit the Food Truck Ordinance and bring recommendations back to Council by May 1, 2024. Task for P&Z to consider are rules and locations, zoning district allowances, parking, seating, safety and traffic site lines, difference between current and future food 3. Discussion Planning and Development was brought to the table. Mayor Miller stated she would like to puta temporary moratorium on PUD's to allow time to plan for development. This would noti include as single house being built, just future large development. All agreed and commented on the need for a Development Plan. Development may need to be slowed to allow time for the city to get ahead of the developers and have al long-range plan for 5 or 10 years down the road. Also discussed was changing commercial zoning to no longer allow residential building. Consensus was to wait until the next Visioning Meeting on April2 and 4. Letter to 37th Street property owners was brought to the table. Mr. Hubbard explained he would like to send al letter to the property owners on 37th Stt to seei ifa any of them are interested in selling their lots to the City. Especially the lots next to the ones already owned by the city to expand plans for 37th St. All agreed to send 5. Update on internal controls was brought to the table. Mr. Hubbard was asked to bring back the findings from the last few audits showing commonly cited internal controls issues. After much discussion, Mr. Hubbard suggested updating Council with a flow chart showing the internal control and processes. All 6. Monthly financial report was brought to the table. Mr. Hubbard went over the financial report and  trucksand comparing the current ordinance to the Florida Statute.  add a possible moratorium discussion to the April 9, 2024 meeting agenda.  the letters and see what response we receive.  agreed to have this ont the April gth meeting agenda.  answered questions.    City of Mexico Beach Meeting Minutes TUESDAY MARCH1 12,2024-9:00AM  III. Department Reports:  1. Tommy Davis updated Council on the Public Works Department 2. Glenn Davis talked about the Utilities Department. 4. Mr. Hubbard gave an update on Code Enforcement. regulating UTV's and e-bikes at an upcoming meeting.  3. Chief Walker reminded everyone about Leave No Trace and their patrols on the beach starting. 5. LtWilliams reported that. July 1st UTV will be legal on public streets. He suggested Council look at  VII. Citizens Comments: Sue Hogan asked about Toucans and when they are going to start re-building. Lisa Logan asked about the status oft the contract with Toucans for using the beach parking lot. She encouraged  Council to make the monthly rent more than one dollar per month.  VIII. Mayor Comments:  Mayor Miller stated these items are important to the community. We need to be prepared for the future  and planningi is a good start. IX. Council Comments:  Mrs. Hamilton asked for Chris Shortt to give an update on the beach side parking lot and asked for pricing of flag poles for each park be presented at the next meeting. She also asked about the plan for Arbor Day and line repairs due to the fiber optici installation. Mayor Miller asked Mr. Hubbard to make sure the fiber optic contractors are not working past 7pm. She stated a newi fuel tank for public works should be added to the  budget for next year. Mr. Wolff asked about the SunStop annexation timeline.  X.  Staff Comments:  1. City Administrator- - Mr. Hubbard said Arbor Dayi is tentatively schedule for April 26th, more information will 2. City Attorney- - No additional comments at this time. A special meeting was set for March 29, 2024 at 9am to  be presented at the next meeting.  discuss al Legal Services RFP and possible hiring ofi interim legal counsel.  XI. Adjournment: Mr. Welle and Mrs. Hamilton motioned to adjourn the meeting at 12:28 pm.  By:  Attest:  Mayor, Richard' Wolff  City Clerk, Tammy Brunson    City of Mexico Beach Meeting Minutes TUESDAY MARCH: 26, 2024-6:00PM  The City of Mexico Beach City Council met ina a regular meeting on Tuesday March 26, 2024, at 6:00 pm at the Public Works Building in Mexico Beach. Mayor Miller and thei following Councimembers were present: Linda Hamilton, Adrian Welle, Jerry Smith and Richard Wolff. Also present were City Administrator, Chris Hubbard, City Clerk, Tammy Brunson and City Attorney  Clint McCahill.  Call to order: Mayor Miller called the meeting to order at 6:00 pm.  Scheduled Appearance:  1. Kelly Simpson with AC Disaster talked about the new development at 932 15th St and the stormwater issues. 2. Tonia Nation with AVCON updated council on the Stormwater Evaluation Plan they are working on for the 80-acre parcel on the east end oft town. Phase 1 should be complete by October 2024. 3. Mayor Miller added a discussion on Legal Services. She recommends hiring Tim Sloan as interim Legal Counsel and extending the deadline for the already advertised RFP to allow more time fori interested candidates to submit proposals. She asked for the hiring of an interim be placed on the agenda for the special meeting being held on March 29, 2024. Mr. Welle motioned, and Mr. Wollf seconded to extend the  Legal Service RFP due date to April 28, 2024, at 2 pm. Motion passed unanimously.  II.  Ordinances:  1. Ordinance 835 (First Reading) - Incorporating Compactors and Rates was brought to the table. Mrs. Hamilton motioned, and Mr. Welle seconded to read Ordinance 835 by title only. Motion passed unanimously. Open public comment at 7:44 pm. Cindy. Jolly stated this should only be for commercial not 2. Ordinance 836 (First Reading) - Amend Ordinance 818, adjusting current sanitation rates was brought to the table. Mr. Wolff motioned, and Mrs. Hamilton seconded to read Ordinance 836 by title only. Motion passed unanimously. Open public comment at 7:57 pm. No public comment was made. Public comment closed at  residential. Public comment closed at 7:50 pm.  7:57 pm. III. Other Business:  1. Consideration to allow Crazy Wave Runner Rentals to rent space on city property was brought to the table. Mr. Hubbard explained Hector cannot run the business from the Toucans location because of construction oft the new restaurant. He would like to use the beach at Sunset Park or at the old pier location on 37th St. until construction is complete. Open public comment at 7:00 pm. Cindy. Jollys stated a city park beach area should not be used for al business like this. Lorene Lindsey was concerned with beach safety with both locations being heavily used. Lisa Logan asked how Sunset Park beach would be accessed. John Harrell asked why they can't use the Toucans beach area like they have in the past. Public comment closed at 7:10 pm. Council discussion surrounded around Sunset Park & 37th St. not being an option, renting a slip on the canal, beach vending not being allowed SO why would we let this happen on city property and the possible liability to the city. Mrs. Hamilton motioned, and Mr. Welle seconded to deny approval to use city property for Crazy Wave Runner Rentals. Motion passed unanimously. Direction from Council was to see ifl Toucans would allow them to operate even with the construction or try to find some other alternative.    City of Mexico Beach Meeting Minutes TUESDAY MARCH26,024-60PM  II. Other Business Cont.:  2. Discussion regarding food trucks was brought to the table. Mrs. Hamilton started by saying the food truck issue is a problem. She is proposing a moratorium on newi food trucks until we can find a solution. Allara with tpc, stated a moratorium must be done by Ordinance and falls into Florida Statute 125 which requires public notice and 2 readings. Open public comment at 8:34 pm. Several comments were made regarding parking, safety, setbacks, licensing, the location on 27th St. being not an ideal location and not combining other locations that are not having issues in with the one that is. Closed public comment 8:54 pm. Consensus was to have the Sheriffs Department work with the 27th St. location on parking and Code 3. Consideration of Waste Management contract for Mexico Beach Crossings was brought to the table. Mr. Hubbard explained The Crossing Apartments wants to use trash compactors from Waste Management. We would enter into an agreement with Waste Management in the amount of $2,599.00 per month for the compactor. This figure is based on weight of trash disposed and does not include a fuel surcharge. We would continue to bill The Crossing their regular monthly charge of $5,029.00 which would make a profit to the city of approximately: $2,400.00 per month. Open public comment at 8:06 pm. No public comments were made. Public comment closed at 8:06 pm. Mr. Welle motioned, and Mr. Wolff seconded to approve the Waste Management contract for Mexico Beach Crossing. Motion passed unanimously. 4. Mutual Aid Agreement with the Overstreet Volunteer Fire Department was brought to the table. Mr. Hubbard explained the agreement with the Overstreet Fire Department needed to be renewed. Open public comment at 8:15 pm. No public comments were made. Public comment closed at 8:15 pm. Mr. Wolff motioned, and Mrs. Hamilton seconded to approve the Mutual Aid Agreement with the Overstreet Fire 5. Approval oft the purchase of flag poles for city parks was brought to the table. Mr. Hubbard explained the cost for 2 newi flag poles for Under the Palms Park and Parker Park would be approximately $6,000.00. Open public comment at 8:18 pm. No public comments were made. Public comment closed at 8:18 pm. Mr. Welle motioned, and Mr. Wolff seconded to approve the purchase of two new flag poles and preparing the required amendment fori fund balance of $6,000.00. Motion passed unanimously. 6. Internal Controls flow chart was brought to the table. Mayor Miller asked if anyone had an issue with tabling this item to the next meeting to allow more time to discuss. Mr. Welle motioned, and Mrs. Hamilton seconded to table the Internal Controls flow chart to the April 9, 2024 meeting. Motion passed 7. Setting a time for the City's Arbor Day Proclamation on April 26th was brought to the table. Mr. Hubbard said the Arbor Day Tree Giveaway would bet from 9 am to 11 am on April 26th at Parker Park. All agreed and 8. Projects list update was brought to the table. Mr. Hubbard went over the projects list and answered  Enforcement with trailer safety issues.  Department. Motion passed unanimously.  unanimously.  were excited about the event.  questions.    City of Mexico Beach Meeting Minutes TUESDAY MARCH26202-60OPM  IV. Citizens Comments:  Tim King said the house behind 121 14th St needs to be addresses. It needs to go through the Special Master process to tear it down if owners are not responding. Lisa Logan asked about the new multi-use path going  from 3861 to Crooked Island. She is worried about the issues this is going to cause.  V.  Mayor Comments:  Mayor Miller stated her comments to a question at the League of Women's' Voters function were taken out  of context. The 2022 audit is not complete but hopes it will be completed in April.  VI. Council Comments:  Mr. Wolff thanked Mr. Welle for his service to the city. Mr. Welle stated for the record the 2023 audit is not late yet. He also gave kudos the Fire Department for their fast response time. Mr. Smith said what a great  job Randy. June has been doing with all the parks.  VII. Staff Comments:  1. City Administrator - Mr. Hubbard did not have any additional comments.  2. City Attorney - No comments at this time.  By:  Attest:  Mayor, Richard Wolff  City Clerk, Tammy Brunson    MEXICOBEACH  DA  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAITEM#  Agenda Abstract Form & Meeting Date: May 14, 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes K No  Agenda Consent Agenda Regular Closed Session  PRESENERINPORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TOI BE CONSIDERED Subject:  Appointing Two Alternate Members to the Planning and Zoning Board  Attachment(s):  Planning and Zoning Board Applications from Erik Fosshage and Larry Henderson  Brief Summary:  The Planning and Zoning Board currently does not have any alternate members. Erik Fosshage and Larry Henderson  have submitted applications to fill the two vacant seats  Action Requested:  Appoint Erik Fosshage and Larry Henderson to the two vacant alternate positions on the Planning and Zoning Board  ISSUE OVERVIEW  Background Information & Issue Summary:  The Planning and Zoning Board currently does not have any alternate members. Erik Fosshage and Larry Henderson have submitted applications to fill the two vacant seats. Filling these seats is very important due to the fact the alternate members are needed in case a permanent Planning and Zoning Board member cannot be present at a meeting.  Financial Impacts: None.  Staff ReommendationsCommens  Appoint Erik Fosshage ànd Larry Henderson to the two vacant alternate positions on the Planning and Zoning Board    MIXICOBEACH 201 Paradise Path, Mexico Beach, FL32456 Phone: 850-648-5700  DA  APPOINTMENT APPLICATION FOR PLANNING AND ZONING BOARD  Name: Erik Fosshage Address: 207 Kendra Davis Blvd.  Date Submitted: May 2, 2024  Phone (Home): E-Mail Address:  Cell:  Resident of Mexico Beach: XYes No  Number of Years: 7  Education: BS Aerospace Engineering, Univ. of Minnesota; MBA, Univ of Wisconsin;  MS Industrial Engineering, Purdue University  EMPLOYMENT BACKGROUND  Present Employer/Position: Torc Robotics, Blacksburg, VA, Quality Assurance Engineer  Previous Employer (s)/Position (Last 5 years):  Special Qualifications (Include list of Mexico Beach activities or organizations you have participatedin  and dates):  Do you currently serve, or have you previously served on any other City of Mexico Beach Commissions  or Boards? Ify yes, which one (s):  No    Statement as to why you want to serve as al Planning & Zoning Board Member for the City of Mexico After running for Mayor in 2024, I have been encouraged by many residents to become involved with the City by adding my talents to the P&Z board. llook forward to exploring ways toi improve the planning activities for Mexico Beach and help solve zoning issues and  Beach:  any other projects that are assigned to the Board by the City Council.  Additional nformation/Comments:  Erik D. Fosshage  certify that to the best of my  knowledge, all information given herewith is true and correct. I understand that any falsification or misrepresentation of facts will be cause for dismissal from the position iflam appointed by the City  Council.  CriFosakage  Applicant Signature Please Return To: Chris Hubbard, City Administrator 201 Paradise Path Mexico Beach, FL32456 chubbard@mexicobeachfigoy    MEXICOBEACH 201 Paradise Path, Mexico Beach, FL 32456 Phone: 850-648-5700  APPOINTMENT APPLICATION FOR PLANNING AND ZONING BOARD  Namekery Henderson Address: 203 7TH STEEET Phone (Home): N/A E-Mail Address:  Date Submitted: ZfhnayZeri  Cell  Resident of Mexico Beach: LYes _No Education: College  Number of Years: 13  EMPLOYMENT BACKGROUND  Present Employer/Position: SEMI-RETIRED Business OWNER  Previous Employer (s)/Position (Last 5y years): BUSINES OWNER  Special Qualifications (Include list of Mexico Beach activities or organizations you have participated in  and dates):  ATEND CiTy LOLENCIL MEETINES  Do you currently serve, or have youy previously served on any other City of Mexico Beach Commissions  or Boards? Ify yes, which one (s):  No    Statement as tov why you want to serve as a Planning & Zoning Board Member for the City of Mexico TFIMLY Believe thak Ebe Plamog-Zaa Boor isan not bhe, essential component in the fubure GIWEA OA Mexico Beach, As such thc baorel needs bo be popu latcl with citizens who ave Concernelby anp willing to woik to ensure the success ofsueh zmwth  Beach:  Additional nformation/Comments:  TKae want 6 be a coréwbEE Cibizce  Sf Mlexica Beach.  , Lauy D Henderson  certify that to the best of my  knowledge, all information given herewith is true and correct. I understand that any falsification or misrepresentation of facts will be cause for dismissal from the position iflam appointed by the City  Council. Applicant Daye Signature Please Return To: Chris Hubbard, City Administrator 201 Paradise Path Mexico Beach,FL32456 chubbardemetobescht gov  Hondsr    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: May 14,2 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  RESENERINPORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Approval of AVCON Task Order #2  Subject:  Attachment(s): Task Order #2 Brief Summary:  AVCON was hired by the City to conduct our stormwater study. They are currently completing the tasks laid out in Task Order #1 and are greatly expanding the study area due to nature of thej job and their findings up tot this point. Task Order  #2 is projected to cost the City (reimbursable by the State) $517,500.  Action Requested:  Approve Task Order #2 and the required budget amendment in the amount of $517,500.  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts:  The City will spend $517,500 but be reimbursed by the State.  Staff ecommerdatomscommens  Approve Task Order #2 and the required budget amendment in the amount of $517,500.    TASK ORDER #2  TASK ORDER GENERAL CONSULTING SERVICES  This Task Order is executed by the parties on the dates signed, shall become effective as of the date signed by the last party, and incorporates by reference the entire. Agreement for Professional Services of Engineering, Architectural, and Related Services to the City of Mexico (AGREEMENT) between the City of Mexico Beach, a Florida municipality, with its principal place of business at 201  Paradise Path, Mexico Beach, Florida 32456, ("CITY")and the CONSULTANT:  AVCON, Inc. Consultant Firm 320 Bayshore Drive,Ste.A Business Address Niceville, FL32578 Business Address 850-678-0050 - main office Telephone Number Virgil "Lee" Lewis, PE; Principal Alternate Contact  Tonia D. Nation, Project Mgr.- 850-598-1143 Consultant Name/Telephone Number 850-585-7030 (Cell# #) Telephone Number  Section 1. Scope of Work- The Consultant shall perform the following services (the "Work"): Exhibit A- Scope of Services, Phase 1 Mexico Beach Hydrologic & Hydraulic Analysis dated February8, Section 2. Project Schedule The Consultant shall follow the following project schedule:  2024.  Task: 1: Existing Conditions Assessment (Assumes NTP- June 1, 2024) Task 1.2 Prepare Existing Conditions Survey (Poole)* 8weeks Task 2: Hydraulic Model of Stormwater (Start May 2, 2024) 16 weeks Task: 3: Hydrologic & Hydraulic Report (Start. July 16, 2024) 8weeks  See Each Task On-Going Aug 1, 2024 Dec 2, 2024 Feb: 2, 2025 Mar 2, 2025 Mar 31, 2024  Task 1.1 City/Grant Coordination  On-Going  Task 4: Phasing Plan & Budgets Total Project Schedule  4weeks 36 weeks  Section 3. Price & Payment of Project The Consultant shall be compensated as follows: The CITYs shall compensate the CONSULTANTI for performing the professional design services identified in Exhibit A (dated May 8, 2024)aLump! Sum Fee of Five Hundred Seventeen Thousand, Five Hundred and 00/100 dollars  ($517,500.0015). Invoicing and payments shall comply with the AGREEMENT. The total price and cost of this project shall not exceed $517,500. bond requirements shall apply for the time of this Task Order:  Section 4. Insurance/Payment/Performance Bond- The followingi insurance/ payment/ performance  Insurance shall be per the AGREEMENT.    Section 5. Time of Completion Work shall commence upon issuance of a signed City Task Order.  CITY OF MEXICO BEACH, FLORIDA  By:  Chris Hubbard City Manager  Dated  Attest: CONSULTANT BY:  519/24 Dated  5Ah  Printed Name: rglc."Wlaus RE.  Its: Vice Presidont State of Florida County of Dhuloosa  The foregoing instrument was acknowledged before me on the  day of  2023 by means of  physical presence or  online notarization, by is personally known  (name of person acknowledging), who.  to meor  has produced  (type of identification) as identification.  Notary Public  My Commission expires:    Attachment. A: Scope of Services  AVCON, INC. City of Mexico Beach, Florida  Task Order #2  Phase 1- Mexico Beach Hydrologic & Hydraulic Analysis  ATTACHMENT A: SCOPE OF SERVICES  AVCON, INC. Task Order #2 May 8, 2024  Phase 1- Mexico Beach Hydrologic & Hydraulic Analysis (Expanded Scope Area)  I.  PURPOSE  Localized flooding has been occurring throughout the City of Mexico Beach, Florida during high-intensity storm events. This scope of services describes professional services to be performed by AVCON, INC. CONSUIANTtOhatse ani inventoryand hydraulic study oft the stormwater systems associated with the City of Mexico Beach drainage system. The scope of services will be Phase 1 of a multiphase project and prepared in accordance with the Request for Qualifications; City of Mexico Beach for Professional Engineering and Design Services: Stormwater Management Retention Pond (RFQ) dated. July 28, 2023. This project shall evaluate the existing City of Mexico Beach Stormwater Master Plan (SMP) dated May 2015 and prepared by Preble-Rish, Inc. and the associated drainage basin association with the areas of concern toi identify deficienciesi int thei individual components of the drainage system. A detailed inventory of the existing drainage features, updated survey, geotechnical evaluation, and environmental The project will provide recommendations for a stormwater pond to be located on Bay County Parcel No. 04186-000-000 (80-acre parcel) as identified in the RFQ. The pond design parameters will review the feasibility and recommendations on to connect the existing drainage system to proposed pond. The analysis will also identify areas within the drainage system that require upgrades to address the flooding and analyze the impacts throughout the system. The results of this design effort will be utilized to move intoa a new1 task order for Phase 2ofthe project to develop construction documents intended to construct the drainage and to mitigate future hazards associated with the existing drainage basin. The improvements, when completed, shall minimize or eliminate future structural damage and provide protection to the surrounding properties in the area by minimizing recurring flooding and reducing repetitive flood loss to properties. The completed project shall provide protection for the critical 100-year The work willl bei funded through the Hazard Mitigation Grant Program, as approved byt the Florida Division of Emergency Management and the Federal Emergency Management Agency. The work shall include preliminary engineering designs and calculations and permitting and shall be completed in accordance with all applicable federal, state, and local laws, regulations, and codes. No construction activities shall be  assessment will be completed fort the study area.  storm event.  initiated duringt this project. PROJECT LIMITS  II.  The limits of the drainage basin to be considered in the study are those depicted in Attachment B and include approximately 553 acres with the study area. Task Order #1 study limits included 107 acres and  the expanded scope under Task Order #2 add 446 acres to the scope of services.  Pageiof5    Attachment A: Scope of Services  AVCON, INC. City of Mexico Beach, Florida II. SCOPE OF SERVICES  Task Order #2  Phase 1- Mexico Beach Hydrologic & Hydraulic Analysis  The following items describe the tasks comprising the scope of services for this project. TASK1: POND AND ASSOCIATED CONVEYANCE SYSTEM INVENTORY  Task 1 of this project shall include an inventory of the existing stormwater conveyance system including stormwater pipes, inlets, contributing swales, and ponds with the expanded 446 acres. 1.1. Coordinate Project Scope, Budget, Schedule, Design Issues: CONSULTANT shall coordinate the project scope, budget, schedule, and related issues with representatives 1.2. Prepare Existing Conditions Survey: CONSULTANT shall complete a survey of the 446- acre project area and existing stormwater management system to include topographic survey, existing stormwater infrastructure data, existing swales, stormwater pipes, non- permitted discharges, existing inlets and associated stormwater structures contributing  of the City as required.  tot the study limits.  TASK 2: HYDRAULICSTUDY OF STORMWATER SYSTEM deficiencies during the assumed storms.  Task 2 shall include the preparation of a hydrologic and hydraulic model to enable evaluation of the drainage system in various storm events. This evaluation shall result in the identification of system 2.1. Calculate Basin and Sub-Basin Areas: CONSULTANT shall review the collected topographical data and USGS maps to determine the contributing drainage area associated with the drainage basin. Sub-basins shall also be identified within the basin to 2.2. Identify Runoff Characteristics: CONSULTANT shall determine water volumes from this area and determine the critical storm with a range of frequencies up through the 100- year frequency (i.e. 2,5,10,25, and 100-year) and a range of durations through the 24- 2.3. Prepare Hydraulic StormWise (formerly known as AdICPR) Model: CONSULTANT shall prepare a hydraulic model of the existing stormwater piping system and canals to evaluate system performance and impacts of the critical storm events in the current condition. The model shall be developed using the most recent StormWise software and 2.4. Test / Validate Model: CONSULTANT shall test the hydraulic StormWise model to 2.5. Perform Alternatives Analysis; Identify Deficiencies: CONSULTANT shall perform modeling analysis to determine impacts of various high-intensity storm events. The analysis shall include identification of system deficiencies under the storm event assumptions. The analysis will also consider any tailwater impacts ont the system resulting fromi the water levels at new: stormwater pond and various outfal/discharge points.  facilitate identification of runoff characteristics.  hour duration (i.e.1 1,2, 4, 8 and 24-hour).  shall account for critical tailwater conditions.  validate the model generates observed localized flooding conditions.  Page2of5    Attachment A: Scope of Services  AVCON, INC. City of Mexico Beach, Florida  Task Order #2  Phase 1- Mexico Beach Hydrologic & Hydraulic Analysis  The analysis will include alternative assessments reviewing each of the nodes with  existing flooding present.  Existing pipe replacement/upsizing as required. determine capacity with existing canals/channels.  Outfall locations and spillway evaluations throughout the existing system to Assessing conveyance types to connect the existing stormwater system to the  proposed pond.  TASK: 3: HYDRAULIC: ANALYSIS REPORT model evaluation, including assumptions and results.  Task 3: shall include the preparation Hydrologic & Hydraulic (H&H) report summarizing the hydraulic 3.1 Prepare Hydraulic Study: CONSULTANT shall prepare a H&H analysis summarizing the findings from the inventory and hydraulic model analysis for the pipes/culvert systems and ponds. The report shalli include recommendations pertaining to the system capacity, illegal discharges, pipe repair/replacement, and recommendations for existing pond/natural channel modifications and proposed new pond that may be required to 3.2 Coordinate with the City of Mexico Beach: CONSULTANT shall coordinate with the City staff and representatives to discuss issues and other factors that may affect the overall 3.3 Attend City Council Meeting: CONSULTANT shall also participate in a meeting with the City Council to review the recommendations and discuss any comments the Council may 3.4 Incorporate Funding Agency Comments: Once the H&H Report is submitted to FDEM for review, the CONSULTANT: shall address requests for additional information.  address the runoff and flooding concerns.  performance of the system and the project results in general.  have.  TASK 4: PHASING PLAN & BUDGETS phasing recommendations.  Task 4 includes preparing budgets for stormwater hazard mitigation improvements and associated 4.1 Prepare Estimated Project Budgets: CONSULTANT shall provide an engineer's opinion of recommended budgets for the improvements required to improve the existing stormwater system. Budgets shall detail the probable construction costs, professional 4.2 Provide Phasing Recommendations: CONSULTANT: shall provide recommended priorities on repairing or replacing stormwater pipes, outfall structures, and other pond modifications to ensure the most effective implementation strategy based on available  services costs, with recommended contingencies.  funding.  Page 3of5    Attachment A: Scope of Services  AVCON, INC. City of Mexico Beach, Florida IV. PROFESSIONAL FEES  Task Order #2  Phase 1- Mexico Beach Hydrologic & Hydraulic Analysis  Top perform the tasks identified in Section Illa above, the CONSULTANT shall be paid al lump sum fee of Five Hundred Seventeen Thousand, Five Hundred & 00/100 dollars ($517,500.00 LS) derived as follows:  Fee Derivation Lump Sum Services  Task  Description  Task Fee $8,000 $225,000 $233,000 $40,500 $40,000 $95,000 $15,500 $35,000 $226,000 $15,000 $5,000 $3,000 $15,500 $38,500 $10,000 $10,000 $20,000 $517,500  Task: 1: Existing Conditions Assessment Task1.1 City/Grant Coordination Task 2: Hydraulic Model of Stormwater  Task1.2 Prepare Existing Conditions Survey (Poole DBE) Task 2.1 Calculate Basin and Sub-Basin Areas Task 2.2 Identify Runoff Characteristics Task2 2.3 Prepare Hydraulic StormWise Model Task2.4 Test/Validate Model Task 2.5 Perform Alternatives Analysis Task 3: Hydrologic & Hydraulic Report Task 3.1 Prepare H&H Study  Task: 1 Subtotal:  Task: 2Subtotal:  Task 3.2 Coordinate with the City of Mexico Beach Task 3.3 Attend City Council Meeting on Findings Task 3.4 Incorporate Funding Agency Comments Task 4.1 Prepare Estimate Project Budgets Task 4.2 Provide Phasing Recommendations  Task 3 Subtotal:  Task 4: Phasing Plan & Budgets  Task 45 Subtotal:  TotalLumpSum Fee:  V. as follows:  PROJECT SCHEDULE  The schedule for the work is anticipated to extend approximately nine (9) months from the project NTP  Task: 1: Existing Conditions Assessment (Assumes NTP-, June 1, 2024) Task 1.2 Prepare Existing Conditions Survey (Poole)* 8weeks Task 2: Hydraulic Model of Stormwater (Start May 2, 2024) 16 weeks Task: 3: Hydrologic & Hydraulic Report (Start. July 16, 2024) 8 weeks  See EachT Task On-Going Aug 1, 2024 Dec2, 2024 Feb2,2025 Mar 2, 2025 Mar 31, 2024  Task: 1.1 City/Grant Coordination  On-Going  Task 4: Phasing Plan & Budgets Total Project Schedule  4y weeks 36 weeks  Page4of5    Attachment A: Scope of Services  AVCON, INC. City of Mexico Beach, Florida VI. DELIVERABLES  Task Order #2  Phase 1- Mexico Beach Hydrologic & Hydraulic Analysis  The CONSULTANT shall submit a final copy of the below documents and any necessary supporting documentation, and provide a summary of all contract Scope of Work changes, ifany:  1. Hydrologic & Hydraulic Study, Signed & Sealed 2. Topographic Survey, Signed & Sealed 3. Engineer's Opinion of Probable Cost VII. ASSUMPTIONS. AND EXCLUSIONS written authorization of the Owner.  Additional services may be added to this contract during the course of work based upon agreed Lump Sum fees. No work shall be undertaken in accordance with any additional service tasks without the  Thei following assumptions and exclusions applyt tot this scope of work: 1. The hydraulic model shall utilize StormWise software.  2. Work shall be performed in compliance with the executed Hazard Mitigation Grant Program (HMGP) contract between the Cityo of Mexico Beach: and the State of Floridal Division of Emergency 3. All job-related travel, job-related reprographic costs and supplies, interim review document printing, mail ande express mail services, and printingand; plotting costs associated with the design 4. Scope does not include final construction drawings or landscaping design. Services shall be 5. Scope does not include bidding or construction phase services. Bidding and construction phase services shall be authorized separately, services shall bei included in Phase 3 of the project.  Management.  services shall be included in the lump sum fee. included in Phase 2 of the project.  6. Scope does not include analysis for water supply or sanitary sewer.  END OF/ ATTACHMENTA  Page 5of5    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form Meeting Date: 05-14-2024 Department: Public Hearing: Date of Public Hearing:  S  Admin Yes No  Agenda Consent Regular Agenda Closed Session  PRESENTEINFORMATION CONTACT: Sandy Walker  ITEM TO BE CONSIDERED Subject:  Amendment to Policy and Procedures per FDEM and FROC requirements  Attachment(s): Brief Summary:  Emergency Financial Plan, Procurement Policy, Disaster Debris Policy, Pay for Work during Emergency or Disaster Pursuant to Florida Statue 252.391,each local government entity is encouraged to develop an emergency financial plan for major disasters that mayi impact its jurisdiction. FDEM and FROC requirement for Debris Disaster policy, Procurement  Policy, and Pay for Work during Emergency or Disaster in Policy and Procedures for the City.  Action Requested: Recommend approval ISSUE OVERVIEW  Background Information & Issue Summary:  FDEM and FROC requires the above written policies to be implemented into our City's Policy and Procedures  Financial Impacts:  Staff ecommerdatonsCommens Staff recommends approval    SATMT  BEACH  L:ORIDA  201 Paradise Path Mexico Beach, Florida 32456 PHONE: 850-648-5700 FAX: 850-247-2702  May 7, 2024 TO: FROM: RE:  The City of Mexico Beach Mayor and Council Chris Hubbard, City Administrator Emergency Financial Plan  Pursuant to Florida Statue 252.391, "each local governmental entity is encouraged to develop an emergency financial plan for major natural disasters that may impact its jurisdiction. Disasters include, but are not limited to, hurricanes, tornadoes, floods, and wildfires." This document shall serve as the written procedure. The Emergency Financial Plan is in place to identify strategies to "close the gap" between disaster-related costs and the City'sf financial capacity. The plani is based on thel likelihood of each The City utilizes a fund accounting system to separate departments and activities by funds. All funds are then centralized into one pool, or a "pool cash" management system. The average balance of the pool account is roughly $9 million. Ini the event of a disaster, the pool account is sufficient to cover immediate expenses- - such as payroll, initial emergency protective measures: - and provides additionaltime to secure The City's FEMA Risk Index for each type of natural disaster follows this document. The disaster type with the highest risk and the highest expected annual loss for Bay County is hurricanes, which would require secured loans until federal and state funding is received. For smaller disasters, such as tornadoes and flooding, the annual budget would be reprioritized or addressed with grant funding to mitigate hazards.  type of disaster, and the cost calculation of each.  loans and financing for long-term costs and permanent work.  This plan shall be annually reviewed to address changes in conditions.  Last reviewed date: By:  City Administrator  wwwemesicoheachgascom  Page 1 of3    The Risk Index ratingi is Relatively High for Bay County, FL when comparedtot ther rest oft the U.S.  jaasson  Score National Percentile 6 97.49 Percentile Within Florida 74.60 0  97.49  Okaloos  Wllon  Washington FLORIDA  Galhoun  Liberty  100  Bay Panama Chty  97%ofu.s. counties have a lower Risk Index 75% of counties inF Floridah have al lower Risk Index  Gu  Frankin  Risk Index Legend  Very High Relatively High Relatively Moderate RelativelyLow Veryl Low Figure 1- FEMA National Risk Index for Bay County as of11/28/2023  NOF Rating Not Applicable Insufficient Data  Hazard1 Type Avalanche Coastal Flooding Cold Wave Drought Earthquake Hail Heat Wave Hurricane Ices Storm Landslide Lightning Riverine Flooding Strong Wind Tornado Tsunami Volcanic Activity Wildfire Winter Weather  Risk Index Rating Not Applicable Relatively Low NoE Expected Annuall Losses Very Low Relatively Low Relatively Low RelativelyLow Relatively High Not Applicable Relatively Low. Very High Relatively High Relatively Low Relatively High Insufficient Data NOLA Applicabie Relatively Low Relatively Low  Risk Index Score 52.5 0 50.3 62.2 47.1 53.1 98.6 39.2 98.9 94.8 44.3 94  National Percentile  100 100 100 100 100 100. 100 100 100 100 100 100  80.8 41.9  100 100 Page 2of3  Figure 2- FEMA Risk Index for Bay County by Hazard Type as of11/28/2023    Expected Annual Loss for Hazard Types expecteda annuall lossf for only thath hazardtype.  ExpectedA Annuall Losss scoresf fort hazardtypes: ared calculatedu using dataf foro onlya asinglet hazardtype, unPaawmmunymawe  14of1 18hazard types contributet tothee expecteda annual lossf for Bay County. FL.  HazardT Type Hurricane Tornado Riverine Flooding Lightning Wildfire Earthquake Strongy Wind Coastal Flooding Heat Wave Hail Winter Weather Landslide Drought Coldv Wave Avalanche Ices Storm Tsunami Vokcanic Activity.  Expected Annual Loss Rating Relatively High RelativelyHigh Relatively* High VeryHigh Relatively Low Relatively Low Relatively Low Relatively Low Relatively Low RelativelyLow Relativelyl Low Relatively Low Verylow NCE ExpectedA Annuall Losses  EALV Value $134,353,058 $9.197.483 $6,138,896 $2,695,349 5452,677 $280,332 $255,035 $125,149 $80,896 $75,566 $33,619 $21,900 $21,651 s0  Score 98.6 94.0 94.8 98.9 80.8 62.2 44.3 52.5 53.1 47.1 41.9 39.2 50.3 0.0  InsufficientData NARS t  Figure 3- FEMA Expected. Annual Loss by Hazard Type as of 11/28/2023  Page 3 of3    PAY FOR WORK DURING DECLARED EMERGENCIES OR DISASTERS  AlI City Employees are essential to the organization and are the most important part oft the City's service delivery system. Critical services provided by the City must continue to be provided during disasters to insure to the best of our ability that the public is protected. This policy establishes the framework under which employees may be assigned and fairly compensated for work in preparation for and/or in This policy shall be activated when the Mayor of the City Council of Mexico Beach signs a Local State of Emergency declaration for an emergency or disaster. Return to normal payroll policy occurs when the Emergency Operations Center moves from an Activation Levell to an. Activation Level Il or when the City Administrator, or his or her designee, determines that the City has moved from response to recovery Depending on the severity and scope of the disaster, some or alle employees may be identified to perform duties directly related to disaster response during a "declared locale state of emergency." The City Administrator shall have the authority to excuse certain personnel from work and shall have the authority to require non-exempt and exempt personnel to work their regularly scheduled work hours and in excess of their regularly scheduled work hours and in excess of their regularly scheduled work hours. While performing duties directly related to disaster response, employees must keep their City When this policy is activated, pay for employees shall be as follows unless instructed otherwise by the  response to an emergency or disaster.  mode.  issued Employee ID badges with them at all times.  City Administrator:  Exempt employees who are not eligible for overtime and are required to perform duties directly related to disaster response -S such employees will be entitled to time off equal to time worked. This time should be taken within a reasonable period after accrued as long as the request to use the accrued time will not unduly disrupt the operation oft the division in providing levels of service of an acceptable quality and quantity and should be tracked within the Non-Exempt employees who are eligible for overtime and are required to perform duties directly related to disaster response - such employees will receive time and one- half for actual hours worked irrespective of whether or not the employee's overtime threshold has been met. Once an employee's overtime threshold has been met during a 'declared emergency", compensation willl be paid for actual hours worked at time and one-half the employee's overtime rate of pay (equivalent to 2.25 times the normal non-overtime wage).  Department.  Exempt or non-exempt employees who worked during a declared local state of emergency but only performed their regular duties not directly related to disaster response - such employees  will receive their normal pay.    Exempt or non-exempt employees who were not required to report to work for their regularly scheduled shift(s) during a declared local state of emergency due to the severity and scope of the disaster - such employees will receive their normal pay. It is their responsibility, however, to stay in contact with their supervisors in order to be aware when they are expected to return to Employees on scheduled PTO or Banked Sick Leave - such employees on PTO and/or Banked Sick Leave status will be charged their ore-approved leave time accordingly.  work.  While this disaster pay policy is activated, each Department shall maintain a list of employees, who are performing duties directly related to disaster response. This list shall include the employee's names, hours worked and duties performed. Department Heads or designated supervisors will be responsible to In order to: seek FEMA reimbursement for the time each employee spends working during a "declared local state ofe emergene/',overtime reports must state how many overtime hours are associated with the declared emergency. Additionally, information should bei included in the overtime reports that identify whether it was pre-emergency or post emergency work. Employees may have additional hours that will be reported that are not associated with the "declared local state ofe emergency". Each Department should retain copies of payroll records and overtime reports generated during a declared emergency until such time as the Department is requested to provide these records to the appropriate  verify and approve all hours worked for all employees.  office that will be coordination FEMA reimbursement.  This policyi is applied uniformly, regardless of presidential declaration status.    MANGIS/AMENOMENIS TO PERSONNEL POLICIES  Personnel matters and minor policy hanges/amendments, with regard to all matters covered by these policies, may be amended with the review and concurrence of the City Administrator and City Attorney. These changes are distributed to all Department Directors, responsible supervisors and others who have The entire Personnel Policy manual shall be updated periodically to incorporate all changes which have been made in the interim, normally every three to five years at which time the City of Mexico Beach  need for copies of the policies to distribute to employees.  Council shall adopt the policy.    MEXICOBEACH  Amendment to Policy and Procedure Manual adding Pay for Work to Employees during Emergencies or Disasters reviewed and adopted on the 14th day of May, 2024 by the City Council of the City of Mexico  Beach.  Mayor, Richard Wolff  City Administrator, Chris Hubbard  City Clerk, Tammy Brunson    CIT,  MEXICOBEACH  FL:O.R-I-DA  The City of Mexico Beach Debris Management Plan  Adopted:    Mexico Beach Debris Management Plan  Adopted:  1IPage    Mexico Beach Debris Management Plan  Adopted:  Contents Definitions General Purpose..  6  Situations and Assumptions Situations Assumptions. Concept of Operations Pre-Event Actions Post-Event Actions. Debris Manager.. Debris Monitoring Consultant Reimbursement Coordinator.  9  The City of Mexico Beach Department Responsibilities  Public' Works. Public Safety. Code Enforcement Bay County Sheriff's Office.. Bay County Health Department. Pre-Storm Administrative Actions. Post-Storm Actions Debris Management.  10 10 10 10 11 11 11 12 12 12 12 12 13 14  Administration.  Debris Management Contracting Debris Management Phases  Phase !: Debris Clearance Operations.. Phase I: Debris Removal and Disposal. Debris Management Contractor Operations.  Private Property.  2]Page    Mexico Beach Debris Management Plan  Adopted:  Debris Contractor, Loading Site Monitors Debris Site Monitors Load Ticket Disposition. Material Removal. Appendix. A.  14 15 15 16 16 16 18 18 19 20 20 21 21 22 22 23 23  Temporary Debris Staging and Processing Areas.  FEMA Approved Temporary Disaster Debris Management Sites (DDMS).  Temporary Debris Collection Site Debris Management Contractor. Debris Monitoring Contractor  Appendix B. Appendix C. Appendix D. Appendix E.  Disaster Recovery Consutanv/Contractor F-ROC Debris Load Ticket Example.  3IPage    Mexico Beach Debris Management Plan  Adopted:  This plan will be reviewed annually and updated as necessary. This Debris Management Plan is applicable for five (5) years after the date of adoption. After five years, this plan must  be re-validated and approved/adopted by the City Counsel.  Review Date  Reviewed By  Updated Page/Paragraph(ft  required)  4IPage    Mexico Beach Debris Management Plan  Adopted:  Definitions  Chemical, Biological, Radiological, and Nuclear-Contaminated Debris (CBRN): CBRN debris is debris contaminated by chemicals, biological agents, radiological, or nuclear materials as a result of a natural or man-made disaster, such as al Weapon of Construction, Demolition, and Land-Clearing Waste: Any type of solid waste resulting from land-clearing operations, construction of new buildings or remodeling Electronic Waste (e-waste): E-waste is any electronic device that contains Garbage: AlL organic waste, consisting of residue of animal, fruit or vegetable matter, resulting from the preparation of cooking, handling or storage of food, exclusive of human or animal feces. Is shall include all household solid waste materials, tree cuttings, leaves, garden vegetation, trimmings, or other types oft trash. Hazardous Waste: Any waste or combination of wastes of a solid, liquid, contained gaseous or semisolid form which because of its quantity, concentration or physical,  Mass Destruction (WMD) event.  structures, or the demolition of any structure. hazardous materials such as cathode ray tubes.  chemical or infectious properties may:  Cause or significantly contribute to an increase in mortality or an increase in Pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported or disposed of, or otherwise managed. Such wastes may include but are not limited to, those that are persistent in nature, assimilated, or concentrated in tissue or which generate pressure through decomposition, heat, or other means. Household Hazardous Waste (HHW): Hazardous products and materials that are used and disposed ofb byresidential, ratherthan commercial or industrial consumers. HHW includes some paints, stains, varnishes, solvents, pesticides, and other products or materials containing volatile chemicals that catch fire, react, or explode White goods: White goods are defined as discarded household appliances such as refrigerators, freezers, air conditioners, heat pumps, ovens, ranges, washing machines, clothes dryers, and water heaters. Documentation of proper disposal may  serious irreversible ori incapacitating illness; or  under certain conditions, or that are corrosive or toxic.  be required for Public Assistance reimbursement,  5/Page    Mexico Beach Debris Management Plan  Adopted:  General  The City of Mexico Beach Public Works Department is the primary agency for the restoration of the public infrastructure following a disaster. The Public Works Department will coordinate with Bay County Roads and Bridges Division and the Florida Department of Inordertos savel lives and property, the City of Mexico Beach has contracted a debris removal and monitoring company for permanent removal, storage, grinding, and disposal of all disaster-related debris from public property. Private property debris must be placed immediately adjacent tot the public rights-of-way to be eligible for pickup and disposal.  Transportation for debris clearance of essential transportation routes.  Purpose  The purpose of this plani is to:  Provide organizational structure, guidance, and standardized procedures for the clearance, removal, and disposal of debris caused by a major debris-generating Establish the most efficient and cost-effective method to resolve disaster removal Expedite debris removal and disposal efforts that provide visible signs of recovery designed to mitigate the threat to the health, safety, and welfare of Mexico Beach Coordinate partnering relationships through communication and pre-planning with Implement and coordinate private sector debris removal and montoringcontracts to  event;  and disposal issues;  residents;  local, state, and federal agencies involved in debris management;  maximize cleanup efficiencies.  Situations and Assumptions  Situations  Natural disasters such as hurricanes, tornadoes, severe storms, wildfires and flooding precipitate a variety of debris that include but are not limited to, trees and other vegetative organic matter, Duldings/construction materials, appliances, personal property, mud, and The quantity and type of debris generated from any disaster will be at function of the location and kind of event experienced, as well as its magnitude, duration, and intensity. This plan is  sediment.  6IPage    Mexico Beach Debris Management Plan  Adopted:  based on the deDris-generating capacity of a Category 3 hurricane with wind speeds above 120 miles per hour and heavy rainfall. A Category: 3 hurricane will cause extensive damage to large trees and shrubs, in addition to substantial structural damage to homes and commercial property. Mexico Beach as a coastal town is excessively prone to coastal flooding caused by storm surge. While hurricanes generate the most amount of debris, this plan should be applied to address debris generated by other large-scale disasters as Based upon the US Army Corps of Engineers (USACE) Hurricane Debris Estimating Model (Table 1) a Category 3 storm event could generate approximately 182,000 cubic yards of The amount of debris generated during an actual event can exceed these estimates. Hurricane Michael, a Category 5 Hurricane, made a direct impact on the City of Mexico Beach on October 10, 2018. The devastation left in its wake resulted in over 400,000 Cubic Yards of debris that had to be collected, processed and properly disposed of. The quantity and type of debris generated, its location, and the size of the area over which it is dispersed will directly impact the type of removal and disposal methods utilized to address the debris problem, the associated costs incurred, and how quickly the problem  appropriate.  debris for the City of Mexico Beach.  can be addressed. Assumptions  Amajor disaster that requires the removal of debris from public and private lands and water The amount of debris resulting from a major natural disaster will exceed Mexico Beach's The City of Mexico Beach will contract for additional resources to assist in the debris The Governor will declare a State of Emergency that will authorize State resources to assist The Governor will request a Presidential Disaster Declaration if the disaster exceeds both This plan was developed based on an assumption thati the precipitating event is al hurricane; however, this plan is effective for debris management of other disasters which generate large  could occur at any time.  removal capabilities and Bay County's recycling and disposal capabilities.  removal, reduction, storage, and disposal process. with the removal and disposal of storm debris.  local and state resources.  quantities of debris (182,000 cubic yards or greater).  7IPage    Mexico Beach Debris Management Plan  Adopted:  Concept of Operations Pre-Event Actions  The cilyadministratorwil. notifyt the city departments uponi notice ofa Category 1 ors stronger hurricane or other situation that could generate large volumes of debris. Personnel tasked with Debris Management Operations will await specific instructions from the city Debris  Manager.  Post-Event Actions  The cityadministrator will designate the City Debris Manager. The Debris Manager and their staff will coordinate the actions necessary to remove and dispose of debris in the City of Mexico Beach using bothi force labor and contractor assets. Specific actions will includei the  following:  Report on the progress and prepare status briefings;  Coordinate with the Bay County Debris Manager on debris disposal activities.  Debris Manager  The city administrator will designate a Debris Manager.  The Mexico Beach Debris Manager will be responsible for but not limited to, the following  concerning any and all debris issues:  Keep the city administrator, council, and mayor briefed on the status of the debris Assure that the City of Mexico Beach is represented at all meetings with other government and private agencies involved with debris cleanup operations; Coordinate with affected neignbornoods within the city on all debris clearance,  clearing, removal, and disposal operations;  removal, and disposal issues;  Coordinate with the debris removal contractor;  Coordinate with the city's Disaster Recovery Consultant to ensure debris removal activities are compliant with Federal and State requirements for FEMA Public Coordinate with the Bay County Emergency Operations Center for debris clearance; Coordinate with the Debris Monitoring Consultant throughout debris operations.  Assistance;  8IPage    Mexico Beach Debris Management Plan  Adopted:  Debris Monitoring Consultant  The Debris Monitoring Consultant will implement the Florida Recovery Obligation Calculation (F-ROC) system of truck bed volume measurement, placarding and auditing of truck volumes through random checking throughout the debris collection and disposal The Debris Monitoring Consultant will be responsible for performing and documenting Truck Certification for every debris truck to be utilized during debris removal and provide these certifications to the City Debris Manager before debris removal work commences. The Debris Monitor will keep the Debris Manager informed of debris removal and disposal contractor cleanup progress and problems encountered at any of the debris storage sites. The Debris Monitor will conduct a pre- and post-event environmental assessment of each The Debris Monitor Contractor will train and supervise the activities of the debris field monitors and debris site monitors in the assignment of load and collection of load tickets, collection of photographs, and any other required documentation from the debris sites. The Debris Monitor will be responsible for providing initial estimates for the total quantity and cost of debris and provide this information to the City Debris Manager.  process.  temporary debris storage site within the city.  Reimbursement Coordinator  The city administrator will assign a Reimbursement Coordinator. The coordinator will collect and compile all labor, equipment hours, matenais/supplles, and expenditures related to disaster debris cleanup. The Reimbursement Coordinator will also manage the receipt and submission of all Debris Contractor payables via load tickets and load ticket database Ifthe city has hired al Disaster Recovery Consultant, the Debris Reimbursement Coordinator will coordinate with the city's Disaster Recovery Consultant regarding recommendations for  information.  payment, gbuylssues.concers, load call disputes, etc.  The City of Mexico Beach Department Responsibilties  Public Works  Point of Contact: Tommy Davis, Public Works Director (850)527-3087 or Troy Williams,  Public Works Superintendent (850)247-7052  9Page    Mexico Beach Debris Management Plan  Adopted:  Provide a prioritized listing of critical facilities and routes that the debris contractor  will concentrate thei initial debris clearing (Phase I) operations.  Public Safety  Point of Contact: Donald Walker, Fire Chief (850)339-4514 Respond toi fires at Debris Management Sites;  Respond to requests toi investigate and handle hazardous materials incidents; Approve Debris Management burn sites in accordance with the appropriate state and Supervise burn sites in accordance with all appropriate state and local requirements toensure safe burning, subjecttoamendments byt the Health Department and/or Fire  local requirements to ensure safe burning;  Marshal. Code Enforcement Point of Contact: Kathy Lyons  Assist in monitoring illegal dumping activities;  Assist in instances where access to private property is required to mitigate hazards Assist in monitoring Debris Management sites to ensure compliance with local and Perform random audits of Debris Monitoring activities to ensure compliance with Coordinate regulatory authorizations prior to debris removal operations.  safely;  state safety regulations;  appropriate local and state regulations;  Bay County Sheriff's Office (850)747-4700  Assist in monitoring illegal dumpingactivties;  Coordinate traffic control at all loading sites and at entrances to and from Debris  Management Sites. Bay County Health Department  (850)872-4455  Assist as necessary for all environmental and health issues.  10]Page    Mexico Beach Debris Management Plan  Adopted:  Administration  AlL Mexico Beach Departments will document personnel, equipment, load tickets, and material resources used to comply with this plan. Documentation will be used to support reimbursement from any Federal assistance that may be requested or required. AlL Mexico Beach Departments supporting debris operations will ensure adequate staffing The Public Works Department is responsible for the annual review of this Debris Management Plan. It will be the responsibility of each tasked department to update its respective portion of this plan and ensure any limitations and shortfalls are identified and  during debris removal operations.  documented, and work-around procedures developed, if necessary.  Pre-Storm Administrative Actions  The Public Works Director or designated Debris Manager will conduct a Pre-hurricane season meeting with the contractor and other debris operations staff to review the Debris Management Plan procedures and to ensure that the debris removal operations work  smoothly. Items of discussion will include: Contractor responsibility Mobilization sites Logistical support Pre-storm mobilization Haul routing  Identify potential DDMS site locations  Discuss how each type of debris will be sorted and treated Contractor vehicle identification, registration and placarding  Debris hauling load ticket administration Operations at debris management sites Special procedures for Hazardous Waste  Contractor payment request submission, review, and verification  Post-Storm Actions Management Contractors.  The Debris Manager will recommend the assignment of the Debris Monitor and Debris The Debris Manager will administer and provide oversight of the Debris Monitoring Contractors, as well as the Debris Removal Contractor efforts. Specific action will include  the following:  11Page    Mexico Beach Debris Management Plan  Adopted:  Planning, Debris Management inspections, quality control, and other contract  administration functions.  Receive and review all verified load tickets.  Make recommendations to the City Administrator and Public Works Director for  contractor work assignments based on a debris survey. Report on progress and prepare status briefings.  Ensure that debris clearance, removal, and disposal operations are consistent with all local, state, and federal regulatory requirements and permit conditions. The Debris Manager will coordinate with the City Clerk for all contracting questions.  Debris Management Debris Management Contracting  AlLI Debris Removal and/or Debris Monitoring contracts will be established usingt the policies and procedures outlined int the City of Mexicol Beach Purchasing Manual and cityordinances.  Debris Management Phases Phase :: Debris Clearance Operations  The city Public Works Department is the lead agency responsible for coordinating impact assessment for all city public structures, equipment, and debris clearance immediately following a large-scale disaster to prioritize the impacted areas and resource needs. Debris clearance of public property and rights-of-way will be accomplished using private contractors. AlL major roadways are cleared by the Bay County Solid Waste Division and/or The City of Mexico Beach Public Works Department may be required to cut and push debris  the Florida Department of Transportation. from city roadways to enable the following:  1. Extricate people.  2. Egress and ingress for fire, police, and search and rescue crews. 3. Supply distribution points and mutual aid assembly areas.  4. Access for utility restoration Phase I: Debris Removal and Disposal  The general concept of debris removal operations includes multiple, scheduled passes of each critical site, location, or rights-of-way as directed by the need and the Debris Manager.  12IPage    Mexico Beach Debris Management Plan  Adopted:  This manner of scheduling debris removal allows residents to return to their properties and Debris contractors will collect and haul mixed debris from the city to the County debris collection sites. A monitored check point will be established at the Parker Bridge (at Canal Parkway) and at the intersection of 15th Street and County Road 386 for Debris Monitors to Should human remains be discovered during storm debris collection, the debris contractor will immediately notify the Debris Manager who will call the Bay County Sheriff's Office at AlL vehicles hauling debris to debris management sites will be certified and obtain load tickets for each load of debris deposited. Photographs will be taken of all loads at the entry to the DDMS site to verify load calls/volumes and load discharge are consistent from the The contractor's scale/load tickets will be provided toi the city with the contractorinvoice for reimbursement. The scale/load tickets will be the verification documentation for private landfillinvoices, contractor payment, and FEMA documentationforreimbursement. AlL load tickets, photographs, or other supporting documentation will be electronically recorded and The Bay County Solid Waste Division will identify household hazardous waste (HHW) drop- off locations. Debris Contractors will be encouraged to separate HHW at the curb and not haul it to the Debris Management Sites. Residents will be encouraged to separate and Debris Removal contractors will, when possible, separate White Goods at the curb and not haul it to the Debris Management Sites. Residents will be encouraged to separate and The electric utility provderorotherututy companies will remove all power utility debris such as power transformers, utility poles, cables, and other utility company materials.  bring debris to the edge of the right-of-way as propertyrestoration begins.  perform random load checks and collect load tickets uponreturn.  (850)747-4700 and notify the Bay County Emergency Operations Center.  beginning to the end of the haul.  provided by the Debris Monitor contractor as requested by the city.  transport HHWto pre-identified drop-offlocations.  transport White Goods to pre-identified drop-off locations.  Private Property  Private property owners are encouraged to place all debris on the right-of-way for removal by the debris management contractor. If an owner refuses or is absent, code enforcement Dangerous structures should be the responsibility of the owner to demolish to protect the health and safety of adjacent residents. However, experience has shown that unsafe  can deem debris on private property as a nuisance.  13IPage    Mexico Beach Debris Management Plan  Adopted:  structures will remain because of the lack of insurance or absentee landlords. The citycode enforcement and building department should identify such structures. If additional personnel are needed due to the overwhelming destruction, the Bay County Building Inspection Department or contracted consultant and/or mutual aid should be contacted. In order to ensure compliance with FEMA Public Assistance, all private property debris removal should be coordinated and approved by FEMA prior to demolishing or performing private property debris removal (PPDR). If the city determines that PPDR is warranted (and FEMA approves), the city will issue specific approval for these locations to the debris removal contractor. The debris removal contractor should not perform PPDR without  specific direction and approval from the City Debris Manager. Debris Management Contractor Operations  Debris Contractor  The Debris Management Contractor, upon Notice to Proceed, will mobilize such personnel and equipment as necessary to conduct all debris removal and disposal operations as detailed in the Debris Management Contract, General Operations Plan. AlL contactor operations will be subject to review by the Debris Monitor Contractor and the Debris The contractor will make multiple, scheduled passes of each area impacted by the disaster. This manner of debris removal will allow residents to return to their properties and bring all debris to the edge of the right-of-way adjacent to their property. The number and schedule of passes shall be as directed by the Debris Manager. Sufficient time shall be scheduled between subsequent passes to accommodate reasonable recovery by the residents. Schedules will be provided to the City Administrator for publication and notification of the Bay County has pre-designated vegetative Disaster Debris Management Sites (DDMS)forthe sole purpose of temporarily storing and reducing clean vegetative debris through grinding. The City of Mexico Beach debris management contractor will utilize these sites or FDEP approved DDMS sites. The City Debris Manager will work with the debris haul contractort to estabuish the most feasible and closest location for temporary disposal and reduction of Bay County may establish separate sites for mixed debris. The City of Mexico Beach debris management contractor will use these sites upon approval from the Bay County Debris  Manager.  new media and posted at all public buildings.  vegetative debris.  14IPage    Mexico Beach Debris Management Plan  Adopted:  Manager. The city may utilize other FDEP approved mixed use DDMS location based on AV valid pre-numbered (supplied by the Debris Monitor Contractor) load ticket must accompany all material delivered to Debris Management Sites by the Debris Contractor. Residents will be encouraged to separate Household Hazardous Waste (HHW) at the curbside. However, small amounts of HHW may be mixed in with material deposited at the Debris Management Sites. Therefore, the contractor must be prepared to place any HHWin a separate enclosed and lined area for temporary storage. The contractor will report any accumulated HHW to the Debris Manager who will notify the Bay County EOC of the need Residents will be encouraged to separate White Goods at the curbside. However, White Goods will be mixed in with deposited material at Debris Management Sites. Therefore, the contractor must be prepared to remove White Goods from the debris and place them in a separate area for temporary storage. The contractor will report any accumulated White Goods to the Debris Manager who will notify the Bay County EOC of the need for collection. The Debris Removal contractor may haul HHW debris and White Goods to a FDEP approved Class I landfill for final disposal. Debris trucks that haul HHW or White Goods will have  location and feasibility for access.  for collection.  approved hazardous waste liner installed. Loading Site Monitors  Loading Site Monitors will be provided by the Debris Monitoring Contractor. The Loading Site Monitors will be assigned to each debris removal team. The Loading Site Monitor will initiate the load tickets that verify that the debris being picked up is eligible under the terms of the contract. Global Positioning System (GPS) data will be collected to verify each loading location. AlL load tickets and associated documentation will be electronicaly recorded and  provided toi the City of Mexico Beach as requested.  Debris Site Monitors  Debris Site Monitors will be provided by the Debris Monitoring Contract. The Debris Site Monitors will be stationed at the temporary debris collection site to verify the quantity of material being hauled by the Debris removal contractor through the use of load tickets. The contractor shall contract an elevated tower at the debris management site. The tower shall be elevated to a height that will allow the Debris Monitor an unobstructed view of the  load bed of each piece of equipment being utilized to haul debris.  15/Page    Mexico Beach Debris Management Plan  Adopted:  The Debris Site Monitor will estimate the cubic yards of debris in each piece of equipment and verify it against the load ticket. The contractor will only be paid based on the number of cubic yards of material deposited at the debris management site as recorded on the debris load tickets. Photographs will be taken to verify load calls/volumes and that the load was discharged at the site. AlL load tickets and associated documentation will be electronically  recorded and provided to the City of Mexico Beach upon request.  Load Ticket Disposition  Load tickets may be either electronic or paper forms the following is included.  Thei form will followt the Florida Recovery Obligation Calculation (F-ROC)t template (Appendix  E).1 The following is the disposition of each ticket part: Part 1 - (White) Load Site Monitor Part 2 - (Green) DisposaV/Debris Site Monitor Part 3 - (Yellow) Debris Manager Part 4 - (Pink) Contractor Part 5 - (Gold) Truck Driver  The Contractor will be paid based ont the number of cubic yards of eligible debris hauled per truckload. Payment for hauling debris will only be approved upon presentation of Part 4  (Pink) with the Contractor's invoice.  Temporary Debris Staging and Processing Areas  Bay County has temporary staging/processing areas. The Florida Department of Environmental Protection has inspected and pre-approved these sites. Bay County temporary stagingprocessing locations are noted in the Bay County Debris Management Plan. The City of Mexico Beach may utilize these sites if needed upon approval by the Bay As an alternative, the city may utilize closer DDMS locations in neighboring counties based on location and ease of access, provided other DDMS facilities are FDEP-approved prior to  County Debris Manager.  use.  Material Removal  All processed and unprocessed vegetative material and inert debris shall be removed  to a properly approved solid waste management site.  16IPage    Mexico Beach Debris Management Plan  Adopted:  Tires must be disposed of at a scrap tire cOlection/processing facility; white goods Burn residue shall be removed to a properly approved solid waste management site or land applied in accordance with the Florida Department of Environmental AlL other materials, unrecoverable metals, insulation, wall board, plastics, roofing material, painted wood, and other material from demolished buildings that is noi inert debris as well as inert debris that is mixed with such materials shall be removed to a Debris removed from the city that is not temporarily stored at a temporary debris management site will be disposed of in accordance with local and state laws, federal egulatonyrequrements, and the Bay County Debris Management Plan. Debris collection should be a continuous process with the goal of reducing the debris  and other metal scrap should be separated for recycling.  Protection.  properly permitted recycling facility or landfill.  inr neighborhoods and temporary collection sites.  17IPage    Mexico Beach Debris Management Plan  Adopted:  Appendix A  FEMAApproved Temporary Disaster Debris Management Sites (DDMS)  The following locations have been approved as Disaster Debris Management Sites (DDMS) by the Federal Emergency Management Agency and the Florida Department of  Environmental Protection:  Site Name: Bay County - Deep Springs Park  Site Address: 20305 Deep Springs Road, Fountain, FL32438 Type of Debris Allowed: Construction & Demolition Debris, yard waste  Site Name: Camp Flowers Road  Site Address: 8428 Camp Flowers Road, Panama City, FL32404 Type of Debris Allowed: Construction & Demolition Debris, yard waste  Site Name: Bay County Hurricane Debris at North Bay WWF Site. Address: 1121 Fred Anderson Road, Panama City, FL: 32409  Type of Debris Allowed: yard waste Site Name: 231 Borrow Pit  Site. Address: U.S. Highway 231, Panama City, FL32404  Type of Debris Allowed: Construction & Demolition Debris, yard waste  Site Name: Camp Flowers Road DDMS  Site Address: 9216 Camp Flowers Road, Youngstown, FL32466 Type of Debris Allowed: Construction & Demolition Debris, yard waste  18IPage    Mexico Beach Debris Management Plan  Adopted:  Site Name: Bay County Tram Road Borrow Pit Site Address: 6200 Tram Road, Panama City, FL3 32409  Type of Debris Allowed: Construction & Demolition Debris, yard waste  Site Name: Majette Landfill  Site. Address: 5304 Majette Tower Road, Panama City, FL3 32404 Type of Debris Allowed: Construction & Demolition Debris, yard waste  Use of these sites should be coordinated with the Bay County Debris Manager. Additional sites located in or neart the City of Mexico Beach must be pre-approved and coordinatedwith, the Florida Department of Environmental Protection and the appropriate neighboring  county.  Temporary Debris Collection Site Site Name: Mexico Beach Boat Ramp  Site Address: 1094 44th St., Mexico Beach, FL32410  Type of Debris Allowed: Construction & Demolition Debris, large vegetative debris, yard *Note: This location is for the temporary collection of disaster debris in the City of Mexico Beach and not meant as a permanent debris management site. Debris at the temporary site  waste  would be transported to a DDMS for permanent disposal.  19IPage    Mexico Beach Debris Management Plan  Adopted:  Appendix B  Debris Management Contractor  Awaiting contractor award  20Page    Mexico Beach Debris Management Plan  Adopted:  Appendix C  Debris Monitoring Contractor  *Awaiting contractor award.  21Page    Mexico Beach Debris Management Plan  Adopted:  Appendix D  Disaster Recovery Consultant/Contracto:  22IPage    Mexico Beach Debris Management Plan  Adopted:  Appendix E  F-ROC Debris Load Ticket Example  Load Ticket  Ticket Number  Ticket Information  Applicant Event Contractor Subcontractor Loading Date/Time Street Address & ZIP Code Debris Type Vegetation C&D White Goods HHW Other  Truck Number Truck Capacity Truck Driver Collection Information  GPS (decimal degrees) Monitor Name  Debris Location Public ROW Private Property Waterway Other  "Other" Debris Type information Unloading Date/Time Unloading Site Name Sereet Adidress &7 7IP Code Tipping Ticket Number  Unloading! Information  GPS (decimal degrees) Load Call Monitor Name Notes  Additional  Debris  Management  forms  can be found  at  htips:/portal.foridadisasterorgprorecIs/FROCIFROC.Documents/Forms/Alitems.aspx  23/Page    MEXICOBEACH LOEIPA  Mexico Beach Debris Management Plan reviewed and adopted on the 14th day of May, 2024 by the City  Council of the City of Mexico Beach.  Mayor, Richard Wolff  City Administrator, Chris Hubbard  City Clerk, Tammy Brunson    -T  MEXICOBEACH  L:ORDA  PURCHASING & PROCUREMENT POLICY  MANUAL  Adopted by the City Council of Mexico Beach:  May 14th, 2024  City of Mexico Beach-P Purchasing & Procurement Policy Manual    1 Contents 1. PURPOSE. 2. APPLICATION. 3. EXEMPTIONS. 4. DEFINITIONS.  5. CODE OF ETHICS AND CONDUCT. 6. DUTIES AND RESPONSIBILITIES 7. VENDOR POLICIES 8. PURCHASING AUTHORITY. 9. CONTRACT SIGNATURE AUTHORITY. 10. PURCHASING CATEGORIES & REQUIREMENTS. 11. PURCHASING QUOTES 12. COMPETITIVE SOLICITATIONS. 13. BIDDING SPECIFICATIONS, 14. MULTI-STEP SOLICITATIONS. SURVEYING SERVICES (CCNA) 16. DESIGN-BUILD CONTRACTS. 17. CAPITAL IMPROVEMENT PROJECTS (CIP) 18. PIGGYBACK CONTRACTS 20. EMERGENCY PURCHASES. 21. RENEWAL AND EXTENSION. 22. TIE BIDS. 23. CHANGE ORDERS.. 24. BIDI PROTEST PROCEDURES. 25. PURCHASING CARD. 26. PURCHASE ORDER PROCESS  12 13 15 15 15 15 16 18 19 19 21 22 30 30 30 31 .31 31 32 32 34 36 36 36 37 41 2  15. PROFESSIONAL SERVICES (CCNA): ARCHITECTURAL, ENGINEERING, LANDSCAPE ARCHITECTURAL, ANDI LAND  19. SOLES SOURCE/NON-CON-COMPETITIVE NEGOTIATIONS.  27. EXCEPTIONS AND EXCLUSIONS FOR ISSUING PURCHASE ORDERS.  28. LEASES, CONTRACTS, AND AGREEMENTS. 29. CONTRACTING PROVISIONS. 30. FEDERAL PROCUREMENT REQUIREMENTS. 31. INSURANCE REQUIREMENTS  City of Mexico Beach - Purchasing & Procurement Policy Manual    32. FLORIDA PROMPT PAYMENT ACT. 33. INVOICES/PAY REQUESTS.. 35. APPENDIX A: FORMS.  42 42 43 .44 44 44  34. DIRECT PURCHASE & TAX-EXEMPT SAVINGS. 36. APPENDIX B: FEDERAL CONTRACT REQUIREMENTS. 37. APPENDIX C: INSURANCE REQUIREMENTS.  3  City of Mexico Beach-P Purchasing & Procurement Policy Manual    1. PURPOSE  1.1. The City of Mexico Beach has identified the Purchasing Department as the agency responsible for coordinating the City's central procurement system. The central procurement system promotes efficiency, economy, and fair and open competition in an effort to reduce the appearance and opportunity for favoritism or impropriety, and to inspire public confidence that Purchase Orders and Contracts are awarded equitably and economically. It is essential for effective and ethical procurement that there be a system of uniform procedures, utilized by all personnel, that establishes basic guidelines and procedures which regulate procurement activities, contract management, and the resulting distribution of funds. The foremost objective of the Purchasing Department is to abide by, uphold, and adhere to the Procurement Code and Procurement Manual to guard against the misuse or 1.2. This manual provides guidelines for the City of Mexico Beach Departments to follow and implement Purchasing Procedures as defined by City Ordinances and described in the Mexico Beach Code of Ordinances, Title III 1.3. Administrative changes or processing procedure portions of this manual may be amended when required by changes in law or minor proceduralchanges, i.e. flow of documents, internal department procedures, etc. with the review and concurrence of the City Administrator, City Attorney and approved by the City Council.  misinterpretation of those rules and regulations. Administration, Chapter 30: Policies and Procedures.  2. APPLICATION  2.1. Contracts: These guidelines apply to contracts/agreements solicited or entered into after the effective date of this 2.2. Activities: These guidelines apply to the urchase/procurement of all materials, supplies, services, constructiona and 2.3. State of Emergency: In the event of a local, state, and/or Federal state of emergency is declared, all provisions of the Purchasing Procedures Code, except Section 30.01 of Ordinance 714, and Section 20 of this Procurement Manual, are automatically suspended with respect to procurements that are necessary for the response to and recovery from the emergency condition for SO long as the state of emergency declaration is in effect.  manual or subsequent amendments or revision. equipment except as specifically exempted herein.  3. EXEMPTIONS  3.1. Thei following exemptions dor not preclude the Cityf from utilizing competitive procurement practiceswhere possible. Signature authority shall stilla apply as specified in the guidelines. The following types of purchase activities shall be Procurement contracts between the City of Mexico Beach and non-profit organizations, other Any procurement under State of Florida purchasing agreements and contracts. Procurement may also be through contracts competitively awarded by counties or municipalities within the state if the vendors agree to provide City of Mexico Beach the same goods or services, under the same Procurements: ofgoods andservices as parto of the process ofapprehending persons suspected of Books, periodicals and other published materials not available by competitive pricing. Servicesofattorneysa and other legallyr related: services, including legislative consultants. Contracts fora attorney services and other legal services shall be secured by negotiation of the City Attorney: as approved by the City of Mexico Beach, or by the City Attorney within established spending limits  exempt from purchasing requirements:  governments, or other public entities. Procurements made from petty cash accounts.  conditions, terms and prices. violating the law.  4  City of Mexico Beach-Purchasing & Procurement Policy Manual    Appraisers, and expert witnesses for condemnation matters, and similar services; sale, acquisition orl lease of freal property; real estate brokers; title insurance, abstracts or opinions or title; surveys inc connection with acquisition, sale or lease of real property; room and board for social service clients andi funeral related services. Contracts for these services shall be negotiated by the City All heavy equipment repairs. The department/division shall request and evaluate the quotations Service/Maintenance Contracts: Continuing service and/or maintenance contracts that are initially awarded by the Board as part of a product acqusition/nstalation to a vendor who is the manufacturer, developer, or whoi ist thea authorized: service: agentthereofandi forwhichfunds: are annually appropriated int the budget are exempt from further competitive requirements. Examples are: software/hardware maintenance, building systems maintenance, security systems, etc. Software. Upgrades, softwaremodificationservices byt the copyrightholder, and related software enhancements to installed software purchased through competitive means are exempt. The purchase of new software packages or systems shall follow the thresholds and procedures ofthe Pharmaceutical products and health services involving examination, diagnosis, treatment, prevention, medical consultation, or administration. Including, but not limited to, substance abuse and mental health services, involving examination, diagnosis, treatment, prevention, or medical consultation, when such services are offered to eligible individuals participating ina specific program that qualifiesmultiple providers: and uses a standard payment methodology. Reimbursement ofa administrative costs for providers of services purchased in this manner shall also be exempt. For purposes of this sub-subparagraph, "providers" means health professionals, health facilities, or Training and educational courses, meeting rooms, and hotels; continuing education events or Advertisements; works ofa artf for public display; performances, showsor other cultural events. Payroll, personnel, fullo or part-time, whether in the classified service or not.  Attorney.  and make the recommendation: for award.  policy to ensure competitive selection. Corporate and media sponsorshipagreements.  organizations that deliver or arrange for the delivery of health services.  programs; and lectures byi individuals. Travel arrangements and expenses. Petroleum products (fuel and oil). Transportation Planning Organization. Purchases of insurance coverages fort the City. tot the grant, gift, bequest, or donation.  Procurement of banking services for any bond or loan issuance, refund, or other related activities. Procurements regarding transit governed by procurement policies of the City of Mexico Beach Purchases made withi the proceeds from any grant, gift, bequest, or donation to the extent the application of this chapter would conflict with the requirements, conditions, or limitations attached Water, sewer, electrical, cablet television, internet, telephone, fiber or other utility services. Agreements between the City and other entities for economic development services, grants, incentive programs, redevelopment agreements, and other development: awards approved byt the City of Mexico  Beach.  3.2. These exemptions shall not apply to any purchase governed by explicit provisions of general law or other City ordinance or board policies unless the solicitation indicates the applicability of the exemption, and the exemption  shall apply only to the extent set out in the solicitation.  5  City of Mexico Beach-Purchasing: & Procurement Policy Manual    4. DEFINITIONS AGREEMENT AMENDMENT  See Agreement or Contract  The method of changing the terms, conditions, or requirements of a contract or agreement beyond what is specifically provided for in that contract or agreement. All amendments shall be approved with equal dignity and formality as the original contract signed by the individuals holding the positions of the original signatories; provided however, that any amendment which causes a contract expenditure to exceed original signatory'samount, shall be approved by the A process requested from one proposer or short-listed proposers for their best price(s) for a specific solicitation prior to determining of contract award. Sometimes referred to as BAFO; The process used in competitive, negotiated contracting to select the most advantageous offer Any public improvement which the City undertakes including the construction or reconstruction in whole or in part of any building, road, highway, street improvements, plant, structure, or  appropriate signatory;  BEST AND FINAL OFFER (BAFO) BEST VALUE BOARD CAPITAL IMPROVEMENT PROJECT CHANGE ORDER  by evaluating and comparing factors in addition to cost or price; Shall mean the City of Mexico Beach, City of Mexico Beach, Florida; facility necessary in carrying out the functions of the City government; Av written order amending a purchase order to correct errors,  omissions, or discrepancies in it, to cover acceptable cost over-runs and freight costs, to incorporate requirements to expand or reduce the scope of goods or services ordered, or to direct other changes in the contract execution to meet unforeseen field, emergency, climatic, Shall mean the person responsible for the organization's procurement program. The Chief Procurement Officer is given the responsibility and authority to act for the Cityi in certain areas; The document used to obtain sealed bids or proposals for the purpose of entering into a The official name for F.S. $2 287.055, relating to the procurement of architectural, engineering, landscape architecture, mapping, and registered land surveying services. These services shall be  regulatory, or market conditions;  CHIEF PROCUREMENT OFFICER COMPETITIVE SOLICITATION CONSULTANT'S COMPETITIVE (CCNA) CONTRACT  contract;  NEGOTIATION ACT procured byl letters of interest and qualifications, and competitive selection and negotiation;  A written agreement between two or more competent parties to perform or not perform a specific act or acts. Any type of agreement regardless of what it is called for the procurement or disposal of supplies, services or construction. In addition to bilateral instruments, contracts include (but are not limited to) job orders or task letters issued under basic ordering agreements; letter contracts; Purchase Orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications. The words "Contract"  and' "Agreement" may be used interchangeably; Means a person who contracts to sell commodities or  CONTRACTOR  contractual services to the City;  City of Mexico Beach- - Purchasing & Procurement Policy Manual    CONTRACTUAL SERVICES  Means the rendering by a contractor of its time and effort rather than thet furnishing of specific commodities. The term applies only to those services rendered byi individuals and firms who are independent contractors, and such: services may include, but are not limited to, evaluations; consultations; maintenance; accounting; security; management systems; management consulting; educational training programs; research and development studies or reports on the findings of consultants engaged thereunder; and professional, technical, and social services. "Contractual service" does not include any contract for the furnishing of labor or materials for the construction, renovation, repair, modification, or demolition of any facility, building, portion ofb building, utility, park, parking lot, or structure or other improvement to real property entered into pursuant to Chapter 255 of the Florida Statutes and rules adopted thereunder; Build firm is entered into for the design and construction of a Capital Improvement construction project." Further, providing one single administrative entity (a firm as defined herein) responsible for design and construction under one contract where architectural and engineering services are performed by a registered architect or professional engineer and where construction services are performed by a certified or registered contractor. Asingle contract witha a design-build firm for the design and construction of a public construction project; Ap partnership, joint venture, corporation or other legal entity which:  DESIGN-BUILD  The requirement for which a single contract with a Design-  DESIGN-BUILD CONTRACT DESIGN-BUILD FIRM  Iscertified under Florida State Statute 489.119 to engage in contracting through a certified or registered general contractor or a certified or registered building contractor as a qualifying agent, or is certified under Florida State Statute 471.023 to practice or to offer to practice Iscertified under Florida State Statute 481.219 to practice or offer to practice architecture; or certified under Florida State Statute 481.319 to practice or offer to practice landscape architecture; or Has among the principal parties to the legal entity a principal party whichi is certified under Florida State Statute 489.119 to engage in contracting through a certified or registered general contractor ora certified or registered building contractor as a qualifying agent; or among the parties to the legal entity a principal party which is certified under Florida State Statute 471.023 to practice or to offer to practice engineering, or is certified under Florida State Statute 481.219 to practice or to offer to practice architecture; or certified under Florida State Statute 481.319 to practice or offer to practice landscape  engineering; or  architecture.  EXTENSION  Meansa ani increase int thet time allowedi for the contract period due to circumstances which, without fault of either party, make performance impracticable or impossible, or which prevent a new contract from being executed, with or without a proportional increase in the total dollar amount, with any increase to be based on the method and rate previously established int the public bid opening designated and specifically defining the commodity, group of commodities, or services for which bids are sought. It includes instructions prescribing all conditions for bidding. The invitation to bid is used when the agency is capable of specifically defining the  contract;  INVITATION TOBID Means a written solicitation for competitive. sealed bids with the title, date, and hour oft the  (ITB)  City of Mexico Beach-P Purchasing & Procurement Policy Manual    scope of work for which a contractual service is required or when the agency is capable of establishing precise specifications defining the actual commodity or group of commodities Shall mean at formal billing submitted by a vendor showing the amount due andi terms of payment for materials and/or services rendered. Invoices must be itemized in sufficient detail to  required;  INVOICE MULTI-STEP SOLICITATION PRE- QUALIFICATION PROPOSAL PUBLIC EMERGENCY PURCHASE ORDER PURCHASING  permit proper audit by the auditing body or department; An method of source selection involving at least two An method ofs source selection involving at least two  Competitive steps; competitive step; supplies or services;  Shall mean a written notice by a vendor setting forth the terms under which he will furnish Shall mean the need for the procurement of goods or services arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, safety or property ofi inhabitants of a political subdivision are Shall mean at formal notice to a vendor to furnish the supplies or services described in detail Shall mean the act of obtaining supplies, equipment or services necessary to carry out a  involved; thereon; particular function; solicitation document;  QUALIFIED BIDDER Shall mean vendor meets all qualifications set forth in the  RENEWAL REQUEST FOR PROPOSAL/RFP)  Shall mean contracting with the same contractor for an additional contract period after the initial contract period, only if pursuant to contract terms specifically providing for such renewal; As solicitation of the responses for good and/or: service for which the scope of work, specifications or contractual terms and conditions cannot reasonably be closely defined, or when the City is requesting that a qualified vendor propose goods and/or services or when the City determines that it is in the best interest of the City that the award be made after determining the response that is the best value and most advantageous to the City. Evaluation of a proposal is based on prior established criteria which may include but may or may not be totally limited to price. The solicitation may include a provision for best and final offers and may be a single-step or multi-step process. The solicitation shall include the title, date and hour of  the public opening;  REQUESTING DEPARTMENT REQUISITION RESPONDENT RESPONSE RESPONSIBLE RESPONDENT  Shall mean the department originating the purchase;  Shall mean a written or electronic request to the Purchasing Department for one or more items A person or entity who submits an offer in response to a solicitation. May also be referred toas Any response of a respondent to a solicitation, which may include, as context requires, bids, An individual or business which has submitted al bid, offer, proposal, quotation, or response which, as determined by the City, has the capability in all respects to perform fully the contract requirements and the experience, integrity, reliability and capacity, facilities, equipment and credit which give reasonable assurance of good faith and performance. The City may also  or services necessary to perform or improve a particular function;  proposer, offerer or bidder;  offers, proposals, quotations, or other responses;  8  City of Mexico Beach = Purchasing & Procurement Policy Manual    consider and give weight to the respondent's previous conduct and performance under previous contracts with the City and other agencies (including but not limited to delinquency), and determine the quality oft the respondent's previous work. City staff may, after bid opening, request additional information from the respondent concerning his ability to perform; and the respondent may voluntarily, after opening, provide additional or corrective information An individual or business which had submitted a bid, offer, proposal, quotation or response which, as determined by the City, conforms in all material respects to the solicitation which may include buti is not limited to pricing, surety, insurance, specifications of the goods or services requested or any other matter unequivocally stated in the invitation for bids as a determinant ofr responsiveness. Al lack of conformity in these matters which is nonsubstantive in nature may be considered a technicality or irregularity which may be waived by the City; provided, however, that failure of a respondent or proposer to certify the firm has a drug free workplace in accordance with F.S. $2 287.087, shall result in rejection oft the bid or proposal as nonresponsive; Abid or proposal which conforms in all material respects to the competitive solicitation. Shall mean that a commodity or service can be purchased from multiple sources, but, in order tor meet certain functional or performance requirements (e.g. parts matching existing equipment or materials) there is only one economically feasible source for the purchase; Shall mean the commodity or service can be legally purchased from only one source. This is usually due to the source owning patents and/or copyrights. A requirement for a particular proprietary item does notj justify a sole source purchase, if there is more than one potential supplier fort that item. Use of Brand Names and Model numbers does not constitute a sole Shall mean a written description of needed supplies, equipment or services setting forth in a clear and concise manner the characteristics of the items and/or services to be purchased and  concerning his responsibility as respondent;  RESPONSIVE RESPONDENT  RESPONSIVE BID SINGLE SOURCE  SOLE SOURCE  source;  SPECIFICATIONS TASK ORDER VENDOR  the circumstances under which the purchase will be made; Shall mean an order for services placed against an established contract; Shall mean a supplier of goods or services;  5. CODE OF ETHICS AND CONDUCT  5.1. All employees are required to maintain high standards of ethics and conduct. Purchasing officials shall strive to maintain complete independence and impartiality in dealings with vendors to preserve the integrity of the competitive process and to ensure there is public confidence that Purchase Orders and contracts are awarded 5.2. Each employee involved in purchasing shall read and follow the requirements of Chapter 112, Part III, Florida  equitably and economically.  Statutes  5.3. For the purpose oft this section:  9  City of Mexico Beach-P Purchasing & Procurement Policy Manual    5.3.1."Restricted individuals" are City reporting individuals within the meaning of section 112.3148(2)(d) and employeesand: agents oft the City that would otherwise meet the definition ofa procurement employee within  the meaning of section 112.3148(2)e).  5.3.2."Immediate family" means any parent, spouse, child, sibling, or domestic partner of a restricted individual. .3.3."Employer" means any business or organization which employs a restricted individual or their immediate family in a managerial capacity, or any business or organization for which a restricted individual or their immediate family serves as an officer, director, partner or similar capacity. It shall not include a nonprofit organization for which a restricted individual or their immediately family serves as an officer or director 5.3.4."Conflict of interest" means a circumstance in which any restricted individual, any member of his or her immediate family, or any employer of the foregoing, shall be financially interested or have any personal beneficial interest, directly or indirectly, in any purchase or contract ofa any supplies, materials, equipment, or  without compensation.  services used by or furnished fori the City.  5.4. Restricted individuals shall recuse themselves from the selection, award, or administration of any City procurement in which they have a conflict ofi interest, and shall disclose to their supervisor the nature of the conflict of interest. Restricted individuals who are appointed or elected public officials shall disclose their conflict of interest on the 5.5. Restricted individuals and their immediate family are prohibited from accepting or receiving from any City vendor or lobbyist any money, rebate, gift or anything of value or any promise, obligation or contract fort future reward of 5.6. Notwithstanding the foregoing, with respect to restricted individuals who are only restricted individuals because of their appointment toa City board without compensation, the restrictions contained in Section 5.4 and 5.5 shall only 5.7. As required by Title 2 of the Code of Federal Regulations (CFR) 200.112, Conflict of Interest and 200.318(c)(1), General Procurement Standards, the City has designated the City Administrator as the reporting official for all instances of real or apparent conflicts of interest. Any employee, officer, or agent of the City who has knowledge or suspicion of a conflict ofi interest will report this to their immediate supervisor who will then report the instance to the City Administrator for him or her to further evaluate. In the case that the conflict of interest involves the employee, officer, or agent's immediate supervisor, the employee may report the instance to the next person in the City's hierarchy. In the governance of performance of its employees engaged in the selection, award and administration of contracts associated with federal awards, the City will ensure that no employee, officer, or agent participates in the aforementioned mentioned activities if he or she has a real or apparent conflict of interest. Ifthe City Administrator has determined that a real or apparent conflict of interest has occurred, disciplinary action, ata level consistent with the nature of the event and at management's discretion, will be taken to ensure that the conflict is eliminated and that the City is not at risk for reoccurrence. The City Administrator will submit in writing  Commission on Ethics forms promulgated for such purpose.  compensation.  relate to contracts, vendors, and lobbyists related to the work of their board.  10  City of Mexico Beach-P Purchasing & Procurement Policy Manual    the nature and extent of any potential conflict of interest to the federal awarding agency as well as any actual  conflict of interest that has occurred.  11  City of Mexico Beach-Purchasing & Procurement Policy Manual    6. DUTIES AND RESPONSIBILITIES  6.1. BUDGET OFFICE  6.1.1.The Budget Office shall confirm that sufficient funding is available for purchases made by the City.  6.2. PURCHASING DEPARTMENT  6.2.1.The Chief Procurement Officer shall be responsible for developing and administering the purchasing program for those departments in City government under the direct control of the City Administrator and the City of 6.2.2.The Purchasing Department shall cooperate with City Departments and Divisions in procurement of supplies and equipment and shall maintain adequate records necessary to create an audit trail for purchasing 6.2.3.The Chief Procurement Officer is the sole authority responsible fori issuing and setting spending limits on Credit Cards issued to City Employees, in accordance with provisions established by the VISA Purchasing Card 6.2.4.The Purchasing Department will assist the requesting Department in soliciting quotes where formal bidding is 6.2.5.The Purchasing Department has the sole authority for issuing Purchase Orders. Purchase Orders will be required for all purchases over $3,500 unless the procurement of goods or services is governed by a written contract, in an emergency: situation or when an invoice is available. Purchase Requisitions or Credit Cards will 6.2.7.The Purchasing Department shall maintain a detailed database of all City contracts, leases, and agreements. 6.2.8.The Purchasing Department in cooperation with the Clerk's Finance Office will strive to take advantage of 6.2.9.The Purchasing Department shall maintain all original bid documents. Copies of the original bid documents will be provided to the applicable Department upon completion of the bid award and contract execution. Original bid documents shall not be attached as exhibits to subsequent or resulting contracts, leases or agreements.  Mexico Beach. transactions. Agreement. not required.  be used for purchases up to $3,500.  6.2.6.The Purchasing Department shall issue a Purchase Order number to the selected vendor.  discounts offered by vendors for early and prompt payments of invoices.  6.3. REQUESTING DEPARTMENT  6.3.1.The Requesting Department is the department or division originating the purchase.  6.3.2.Departments are responsible for following the Procurement Code and1 the Procurement Manual. Department Directors may establish internal operating procedures to fully implement the Procurement Code and Procurement Manual so long as such procedures are consistent with the Procurement Code and Procurement 6.33.Departments will use thet forms supplied by the Purchasing Department for procuring services, equipment and  Manual. supplies.  12  City of Mexico Beach - Purchasing & Procurement Policy Manual    6.3.4.Department Directors are responsible for ensuring that sufficient budget funds are available for all 6.3.6.Departments shalli formulate specifications ort the scope of work, including any pre- qulicatonreguiremens, for competitive bids or requests for proposals or qualifications, to include any terms and conditions specified .3.7.Departments will verify, when a low bidder proposes an equal to that specified, that the equal is in fact a 6.3.8.Departments shall be responsible for verilyinginsurance. and bond information are valid throughout the life of  expenditures made by Purchase Requisition, Purchase Order, and Credit Card Purchasing.  6.3.5.Departments shall monitor the credit card purchases of their employees.  inr related funding documents (i.e. Federal and State grant funding).  comparable item and will provide documentation of such to the Purchasing Department.  acontract.  7. VENDOR POLICIES 7.1. Full and Open Competition  7.1.1.lt is the intent of the Board to provide all vendors, with the exception of those on the State Department of Management Services Convicted Vendor List, with ai fair and impartial opportunity in which to compete fort the 7.2.11naccordance with F.S. 287.133, any entity listed ont the State Department of Management Services Convicted Vendor List shall be denied the right to conduct business or render any type ofs service for any City Department or Division to the extent required by the debarment, suspension, or other determination of ineligibility by the 7.3.1.Suspension. After consultation with the City Attorney, the chief procurement officer is authorized to suspend a vendor from consideration for award of contracts if there is probable cause to believe that the vendor has engaged in any activity which might lead to debarment pursuant to subsection below. The suspension shall be fora a period not to exceed three months, and the chief procurement officer shall immediately inform the board 7.3.2.Debarment. After reasonable notice and an opportunity for the suspended vendort to bel heard, the board shall either debar such vendor ori terminate the: suspension. The debarment should be fora a period of not more than Entry ofa plea ofg guilty, or no contest, or nolo contendere to or conviction ofa criminal offense as an incident too obtaining or attempting to obtain public or private contract or subcontract, or in the performance of such Entry of a plea of guilty, no contest, or nolo contendere to or conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or Entry of a plea of guilty, no contest, or nolo contendere to or conviction under state or federal antitrust Violation of contract provisions, as set forth below, the character which is regarded by the board to be sO  City's business.  7.2. Public Entity Crime: Denial and Revocation of Rights  State.  7.3. Suspension and debarment  at the next available regular session and provide notice to the affected vendor.  three years.  7.3.2.1. Grounds for debarment include:  contract or subcontract; or  any other offense indicating al lack of business integrity or business honesty; or statutes arising out of the submission of bids or proposals; or  serious as to justify debarment action:  13  City of Mexico Beach- - Purchasing & Procurement Policy Manual    Deliberate failure without good cause to perform in accordance with the specifications or within the time limit provided in the contract; or A past record of failure to perform or of unsatisfactory performance in Having been adjudicated guilty of any violation of the City of Mexico Beach Building Department Licensing Division or the State of Florida Construction Industry Licensing Board within the past 12-month period prior Having been adjudicated guilty by the City of Mexico Beach Code Enforcement Board or the Department of Environmental Protection of any violation of an environmental ordinance within the past six-month period Having been disqualified or found nonresponsive, based on the vendor's fraud or disqualification; or Having been adjudicated insolvent, having proceedings in bankruptcy instituted against it, or having a Being in a proceeding (i.e., court proceeding, arbitration, or administrative proceeding) adverse to the City, orh having unresolved financial claims pending by or against the City for a period of more than sixty (60) days; Any other cause the City of Mexico Beach determines to be 50 serious and compelling as to affect  accordance with the terms of one or more contracts;  tot the time of bid submittal; or at the time of bid submittal; or  receiver or1 trustee appointed over its property; or  or  Having been suspended or debarred by any other government entity; or responsibility as a City vendor, including debarment by another governmental entity.  7.4. Notice of decision.  7.4.1.The City Administrator or board chairman shalli issue a written notice tot the vendor oft the decision to debar or suspend. The final decision shall state the reasons for the action taken and inform the debarred or suspended person involved of his/her rights concerning judicial review by certiorari appeal to the Fourteenth Judicial Circuit Court. The written decision shall be mailed or otherwise furnished immediately to the debarred or  suspended vendor.  7.5. Reinstatement 7.7. Dispute Resolution  7.6. Vendors that have been suspended from doing business with the City may be reinstated upon written request; however, debarred or suspended firms shall not be reinstated during the period of a debarment or suspension. 7.7.1.In the event a dispute occurs between a vendor and a Department, and the employee responsible for the  contract cannot resolve the dispute, the following procedures shall apply: The vendor shall submit a written statement via certified mail no later than  45 days from the time when the invoice was submitted to the City specifying the nature of the dispute Within five days of the receipt of the written statement submitted by the vendor, the appropriate Department Manager shall investigate the dispute and submit a decision to the City Administrator's Office. Within five days of the receipt of the written decision, the City Administrator will review the dispute and make a final decision on the matter. The Chief Procurement Officer will notify the vendor in writing, via  regarding payment of the invoice.  certified mail and within five days oft the date of the final decision.  7.8. These procedures do not change the method ofa al bid protest as seti forthi in section 30 of the Purchasing Procedures  Code and Section 24 oft this manual.  14  City of Mexico Beach-P Purchasing & Procurement Policy Manual    8. PURCHASING AUTHORITY  Purchasing authority identifies who must approve the purchase of goods and services up to a dollar threshold amount and when a purchase must be brought before the Mexico Beach City Council for approval and award.  City of Mexico Beach (all Departments)  Not to Exceed $15,000 Not to Exceed $10,000  City Administrator  9. CONTRACT SIGNATURE AUTHORITY  Contract signature authority identifies who must sign purchase of goods and services contracts, purchase orders,  agreements, etc.  City Administrator City of Mexico Beach, Mayor  Agreements upt to $15,000 Agreements over $15,000  10. PURCHASING CATEGORIES & REQUIREMENTS  The following categories establish requirements for purchases by amount. Each order must be signed by the appropriate  approval authority. All orders for services must comply with Risk Management requirements.  Purchases up to $3,000  No quotes are required. Best practices should be utilized to ensure competitive and reasonable pricing. Three (3) verbal quotes from separate vendors are required. The requesting Department (Purchaser) must provide information for thet three verbal quotes (when received, by which vendors, and quotes provided). Three (3) written quotes from separate vendors are required. The requesting Department (Purchaser) must provide the three written quotes with purchase request and save/document in Department files. Competitive solicitation procedures required. See Section 12 of this Manual, Section 30.01 of City Code, and  Purchases over $3,000 but less than $8,000  Purchases over $8,000 up to (not to exceed) $15,000  Purchases over: $15,000  Ordinance 777.  10.1.  Exceptions this manual.  10.1.1. For exceptions to the above requirements, see Section 30.01 of City Code, Ordinance 777, and Section 24 of  11. PURCHASING QUOTES  11.1.  The purchase of goods and services, up to $15,000, shall require requesting competitive quotations from three or more vendors. The quotations may be obtained by the requesting Department or the Purchasing  15  City of Mexico Beach-Purchasing & Procurement Policy Manual    Department. Quotes must be on company letterhead, quote forms, or ina a similari format with a date and signature of an authorized representative of the department or vendor. Any work that requires the use of a licensed contractor shall be identified prior to obtaining quotes. All contractor's licenses shall be verified prior to issuance  ofa Purchase Order and/or contract. 12. COMPETITIVE SOLICITATIONS  The requesting Department, in conjunction with the Purchasing Department, will determine which competitive procurement method is most practicable and advantageous to the City. Those methods may be by:  Invitation to Bid (ITB); by the CCNA; Request for proposals (RFP); Sole source procurement;  Request for qualifications (RFQ) pursuant to Consultant's Competitive Negotiation Act (CCNA) or not governed  Design-build services contract in accordance with the CCNA and after coordination with the City Administrator;  Request for qualification for construction management at risk services; or Multi-step bidding, including pre-qualification of respondents  12.1. 12.2. 12.3. 12.4.  Goods and services produced in the United States will be given preference when all other aspects in the bid Itv willl be the objective of City of Mexico Beachi to consolidate for purchase and bidding, all goods and services The City of Mexico Beach is an Equal Opportunity Employer. To the extent permitted by law, as a condition of conducting business with the Board, all individuals or organizations desiring to do business with the City shall  selection process are equal. ofasimilar nature.  have an Equal Opportunity Employment Policy consistent with state and federal law. All competitive solicitations should include the following provisions:  The City of Mexico Beach reserves the right to accept or reject any and all bids, proposals, competitive or otherwise, in whole ori in part, to waive informalities int the solicitation documents, to obtain new bids, or to postpone the bid opening pursuant to the Board's purchasing policies as  they may deem in the best interest of the City.  The period of time responses are valid after the date of the opening. Public Entity Crimes Statement pursuant to Section 287.133(3)(a), Florida Statutes. The number, duration and condition of any intended renewal periods. Ifpredictable, an estimated time for contract award. Procedures to award when tie bids are received.  The basis for award.  All other requirements of the solicitation or related funding agreements.  12.5. 12.6.  The requesting Department in conjunction with the Purchasing Department willi formulate specifications. The requesting Department shall attacha Request for Bid/Request for Proposal Approval Form, and forward specifications to the Purchasing Department for approval. The Purchasing Department willi forward the bid package tot the requesting Department, Risk Manager and the Budget Office for approval. Upon receipt ofa a completed and signed Approval Form and a Requisition covering the expense of advertising, the Purchasing Department will The Request for Bid/Request for Proposal Approval Form may include an independent cost estimate.  formally advertise the bid.  12.7.  16  City of Mexico Beach - Purchasing & Procurement Policy Manual    12.8. 12.9. 12.10.  Federally funded projects will follow Federal procurement standards in the "Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards',2C.F.R. Sections 200.13and200317- The Purchasing Department shall determine the date, time and location for submitting bids, as well as the The Purchasing Department will advertise the request for bids at least once in a local newspaper and permit at least ten calendar days for the vendor(s) to respond. Projects valued over $200,000 may have specific advertisement requirements. Road projects must be advertised two consecutive weeks to meet Florida Statutes requirements. The Purchasing Department is responsible for determining the proper advertisement requirements and adhering to those requirements. Bid solicitations willl be advertised in a newspaper of general circulation int the City and also posted electronically. Best practices for advertisement of allows 30 days for vendor(s) to respond. Ifa bid or proposal requires payment for a copy of the bid or proposal, the Purchasing Department shall  326 (See Section 30.0 of this manual). date, time and location of the Public Bid Opening.  12.11. 12.12. 12.13. 12.13.1.  The Purchasing Department will distribute bid documents. collect such payment before releasing a copy of the bid or proposal package.  Acceptance and Evaluation.  Responses shall be accepted without alteration or correction, except as authorized in this Manual. Responses shall be evaluated based on the requirements set forth in the solicitation document, which may include, but not be limited to criteria to determine acceptability such as: inspection, testing, quality, recycled or degradable materials content, workmanship, delivery, and suitability for a particular purpose and/orfactors to determine a respondent's level of responsibility such as references, work history, bonding capacity, Those criteria that will affect the price and that are to be considered in evaluation for award shall be objectively measured, such as discounts, transportation costs, and total or life cycle costs. No criteria may After the opening, the Purchasing Department may choose to notify any respondents of any informalities in their response. Vendor(s) will have 24 hours from thet time of the opening to furnish information to the Purchasing Department. Ift the opening is onal Friday, they will have until Monday to reply. If no response is received within 24 The requesting Department will attend the opening and will review the submitted responses to ascertain the responsive, responsible respondent in accordance with the solicitation document that provides the best value tot the City. All responses will be opened in public and prices will be read aloud by the Purchasing Department, as Unless otherwise instructed, the requesting Department will recommend the contract award in the  licensure, certifications, etc.  12.13.2. 12.14.  be used in an evaluation that is not set forth in the solicitation, or in this manual.  hours of the opening, the package will be deemed non-responsive.  12.15.  applicable to the solicitation.  12.16.  appropriate format to the City Council and the appropriate approval authority. $15,000 or otherwise as required by law, statute, or the Code.  12.17. The requesting Department will place the item on the Commission agenda for approval if amounts exceed  12.18. 12.19. 12.20.  The Purchasing Department will post the award decision, and issue the following documents:  Bid Tabulation Notice of Award  The requesting Department is responsible for conducting any pre-construction meeting, if necessary, and Solicitations may be canceled or rejected in whole or in part when it is in the best interests of the City, as determined byt the City Administratorand/or City Council. Notice ofc cancellation shall bey posted ont the City website.  issuing a Notice to Proceed after the full execution of any contract or agreement fora a project.  17  City of Mexico Beach-Purchasing & Procurement Policy Manual    The notice shall identify the solicitation, and, where appropriate, explain that an opportunity will be given to If less than two responses are received in response to a solicitation, the Chief Procurement Officer and/or the Department may negotiate on the best terms and conditions. The Purchasing Department shall document the  compete on any re-solicitation or any future procurement ofs similar items. reasons that such action is int the best interest of the Cityi in lieu ofr resoliciting.  12.21.  13. BIDDING SPECIFICATIONS  Solicitations must include specifications that are clear, accurate, and complete. Unnecessarily restrictive specifications or requirements that might unduly limit the number of bidders or proposals are prohibited. The solicitation should include all documents, whether attached or incorporated by reference that are elements of the specifications and requirements for  the solicitation. 13.1.  Specifications are a written description of needed supplies, equipment or services clearly and concisely set out in the solicitation along with other material elements of the particular project. Alternative specifications are  highly discouraged. There are several types of specifications that can be considered:  13.1.1. Performance Specifications  The results of the product are more important than the product itself. Specific end product capabilities, not method of construction.  Descriptive Specifications Describes precisely what is needed. Covers every detail toi the end product.  13.2.  Open Specifications  All manufacturers whose product meets the performance or description specified may bid. All performance specifications and all descriptive specifications are open specifications. Brand name specifications are open specifications if the phrase "or equal" is added. The phrase "or equal" establishes the brand name as a standard and all equal products are The item desired is referred to by a number as established in a published specification or standard.  acceptable. Reference Specifications  13.3.  Should use national specifications and standards. Be sure to read and understand what is referenced.  Areference specification may include a number of different items. Be specific. Can combine performance, descriptive, and reference specifications. Used in describing a product that must meet both physical and performance criteria. Bep positive the combination will produce the desired result.  13.4.  Combination Specifications  13.5.  The requesting Department and the Purchasing Department are responsible for ensuring that the Description of the item to be purchased or a sufficient explanation of the services to be procured. Bid price is to include net delivered price or no separate charges for delivery or other hidden cost.  specifications include the following elements:  Dimensions, tolerance and performance expected of the item. The estimated quantity to be furnished by the vendor.  Reference to a sample, ifa any.  18  City of Mexico Beach-Purchasing & Procurement Policy Manual    Time and place of delivery, and any conditions for the delivery. Ifadditives to a bid are to be considered, all details must be included. Iftrade-in(s) isi involved, the appropriate information must be included.  Pre-qualification requirements, if any. All contractors bidding on road projects shall be pre- qualified with the Florida Department of Transportation. All contractors bidding on construction projects shall be properly licensed Florida General Contractor, Building Contractor, or hold the Bid, performance, and construction bond requirements, depending on the goods or services to be Ifdirect purchases will be used, the specifications should include direct purchase procedures.  applicable trade license.  Any permit and/or fee required in accordance with F.S. 218.80 provided and the recommendation: of the Risk Management Director. The date and time requested for a pre-bid conference, if applicable. The date and time requested for a notice to proceed date, ifa applicable.  Liquidated damages, ifa applicable.  The position title and al brief explanation of the duties of the cly/srepresentativets) for the The types and estimated timeframes for any inspections of the project to be conducted by the City's  project.  13.6.  representativels), ifapplicable. 14. MULTI-STEP SOLICITATIONS  Vendors may by prequalified as part of a multi-step solicitation based on such factors including, but not limited to, experience, financial capability, reputation, and management. The prequalified vendors may then be allowed to submit bids/proposals in response to the solicitation. Pre-qualification is not a conclusive determination of responsibility, and a prequalified vendor may be rejected as nonresponsible at a subsequent stage in the  procurement process.  15. PROFESSIONAL SERVICES (CCNA): ARCHITECTURAL ENGINEERING, LANDSCAPE The purpose oft this section is to ensure compliance with Section 287.055 Florida Statutes, known as the Consultants  ARCHITECTURAL AND LAND SURVEYING SERVICES (CCNA)  Competitive Negotiation Act (CCNA).  15.1.  Public Announcement  15.1.1. Iti is the policy of the City to publicly announce all requirements for professional architectural, engineering, landscape architectural, land surveying, and mapping services, and to negotiate such contracts on the basis of demonstrated competence and qualifications at fair and reasonable prices. In the procurement of such services, the Purchasing Department may require firms to submit a statement of qualifications, performance 15.2.1. For specific projects, the City office requesting the professional services shall submit to the Purchasing Department written project requirements indicating the nature and scope of the professional services needed  data, and other information related to the performance of professional services.  15.2.  Scope of Project Requirements  by the office, including but not limited to the following: the general purpose of the service or study;  19  City of Mexico Beach- - Purchasing & Procurement Policy Manual    the objectives of the study or service; estimated period oft time needed for the service or the study; the estimated cost of the service or study;  whether the proposed study or service would or would not duplicate any prior or existing study or the desired qualifications, listed in order ofi importance, applicable to the scope and nature of the  service; and services requested.  15.3.  For Continuing Supply Services, the City office requesting the professional services shall submit to the Purchasing Department written project requirements indicating the nature and scope of the professional services  needed by the office, including but not limited to thet following: the general purpose of the service or study; estimated period of time needed for the service or the study; the estimated cost of the service or study; services requested. Review of Project Requirements  the desired qualifications, listed in order of importance, applicable to the scope and nature of the  15.4.  15.4.1. The Purchasing Department shall review the scope of project requirements and prepare a draft Request for Qualifications (RFQ). The draft RFQ shall be submitted to the requesting office for consideration and revision, 15.5.1. The Purchasing Department shall distribute the RFQ in accordance with standard procedures including publication of legal notice, and provide notification of the date and time when such proposals are due. 15.6.1. This section shall not apply to a professional: service contract fora a project where the basic construction cost is estimated by the agency to be less than the threshold amount provided in S. 287.055, Florida Statutes, or for a planning or study activity when the fee for professional services is estimated by the agency to be less than the threshold amount provided in S. 287.055, Florida Statutes, or in cases of valid public emergency 5O 15.6.2. This section shall not apply to any requirement for professional services ifa continuing contract is in effect and a determination is made to utilize the continuing contract to obtain such services in accordance with 15.7.1. The following language shall be used in its substantial form in solicitations where evaluations are required. a) The City Administrator or designee shall determine the evaluation staff that will best serve the needs of b) The evaluation staff will make recommendation of award for consideration and approval by the City Public Meetings shall be in accordance with Florida Statute 286.011. The Chairperson shall be responsible to provide the Purchasing Department with all meeting information (date, time, location, and reason for meeting) no less than 96 hours in advance of any scheduled meeting, excluding holidays and weekends. The Purchasing Department will provide reasonable notice of all meetings, no less than  as may be needed, prior to public distribution of the RFQ.  15.5. 15.6.  Distribution of RFQ Exemptions  certified by the City Administrator. 287.055, Florida Statutes. Evaluation  15.7.  The solicitation document shall specify evaluation procedures.  the City. Council.  20  City of Mexico Beach-Purchasing & Procurement Policy Manual    72 hours in advance of such scheduled meeting, excluding holidays and weekends, by posting a Notice of Evaluation Committee Meeting on the public notice bulletin board int the Purchasing Department and on the City of Mexico Beach website. The Chief Procurement Officer shall develop and implement Evaluation Committee procedures to ensure compliance with public meeting requirements. d) Contact with evaluation staff/City personnel are prohibited from discussing a project with any professional or professional firm that may submit a proposal during the procurement process, except in e) Evaluation of Proposals. Only written responses of statements of qualifications, performance data, and other data received in1 the purchasing office by the publicized submission time and date shall be The initial ranking of proposals is based upon the weighted criteria in the solicitation. g) Shortlisting. The best-qualified respondents shall be based upon the Evaluation Committee'sability to differentiate qualifications applicable to the scope and nature of the services to be performed as indicated by the ratings on the scoring sheet. Typically, the top three rated firms, if there are at least three responsive respondents, will be considered as the shortlisted firms, unless the City Administrator, after input and discussion with the evaluation staff, approves adding additional firms to the shortlist. h) Presentations/nteews, The evaluation staff may choose to conduct formal Plesentatons/mterviews The evaluation staff shall use the ordinal process rank the firms. The respondents shall be listed in order ofp preference. The list of best-qualified professional services vendor shall be presented to the City Administrator and City Council, as appropriate, for approval of Notice of Award.  formal committee meetings.  evaluated.  with shortlisted firms prior to final ranking.  15.8.  Negotiation  15.8.1. Contract negotiations may be conducted by the Department or by a Negotiation Committee to be  determined by the City Administrator or designee. 15.8.2. Membership of the Negotiation Committee may include:  Chief Procurement Officer or designee, who shall chair the committee,  Director of the user Department or designee, City Attorney or designee.  15.8.3. The Negotiator(s) shall negotiate a contract with the firm considered to be the most qualified to provide the services at compensation: and upon terms whichi the Negotiator(s) determines to bet fair and reasonable to the City. In making this decision, the Negotiator(s) shall take into account the estimated value, the scope, the complexity, and the professional nature of the services to be rendered. Should the Negotiator(s) be unable to negotiate as satisfactory contract with the firm considered to be the most qualified, negotiations with that firm shall be formally terminated. The Negotiator(s) shall then undertake negotiations with the second most qualified firm. Failing accord with the second most qualified firm, the Negotiator(s) shall formally terminate negotiations, and shallt then undertake negotiations with thei third most qualifiedi firm. Shouldt the Negotiator(s) be unable to negotiate a satisfactory contract with any of the selected firms, the Selection Committee shall select additional firms in order of their competence and qualifications, and the Negotiator(s) shall continue negotiations in accordance with this Section until an agreement is reached or until a determination has been  made not to contract for such services.  15.8.4. Negotiation meetings shall be recorded in accordance with Florida Statutes.  16. DESIGN-BUILD CONTRACTS  16.1.  Use of Design-Build Contracts  21  City of Mexico Beach-P Purchasing & Procurement Policy Manual    The Requesting Department will determine if the design-build method is appropriate for a particular requirement subject to approval by the City Administrator. In determining whether design-build or contracting separately for professional design and construction services is ini the best interest of the City the  following factors should be considered:  The potential for cost savings and/or cost reduction. The need or potential for reducing the time to complete the project.  The need or potential for enhancing revenue production by expediting completion, activation and  operational use of the project.  The need or potential to expedite the completion, activation and operation of the project due to public service considerations or user division operational needs and requirements. The potential for collaboration to develop designs and construction methodology that could provide a project with enhanced qualities of aesthetics, innovative use of materials, economy of The need or potential for protecting, preserving and enhancing the health, safety and welfare of  construction, operational efficiency, and/or functional effectiveness.  the public. Design Criteria Package  16.2.  Ad design criteria package (DCP) must be prepared and sealed by a design criteria professional on staff or retained by the department. A design criteria professional who prepares the DCP is not eligible to render The evaluation staff shall review and evaluate alls submittals that have been received prior to the announced deadline. This evaluation shall include a determination that thei firms submitting proposals meet the design- build firm definition. Qualifications of thet firm and project manager shall be considered for the design team as well as the construction team. The evaluation staff shall select no fewer than three design-build firms as the most qualified, based on1 the qualifications, availability, and past work of thei firms, including the partners When using an adjusted score method, the selected design-build firm shall be required to submit at technical and price proposal. These proposals shall form the basis of contract negotiation and award of the design- The evaluation staff shall submit a recommendation for award to the City Council for selection of one firm and two ranked alternates, and approval to negotiate and award a design-build contract with the selected firm, provided the final negotiated price does not exceed the project budget. Prior to award and execution of the design-build contract, the City may negotiate minor changes in the technical proposal and contract price fort the purpose of clarifying and/or refining the projectrequirements and the services to be performed  services under the same design-build contract that utilizes the DCP.  16.3.  Review and Evaluation  or members of the firms. Technical and Price Proposals  16.4.  build contract. Design-Build Contract Award  16.5.  and/or the work to be done.  17. CAPITAL IMPROVEMENT PROJECTS (CIP)  All City of Mexico Beach CIP projects with a construction cost ine excess of $15,000 shall follow the process steps outlined below. Forms required for utilization throughout the implementation of capital improvements projects can be found in  Appendix A.  22  City of Mexico Beach-Purchasing & Procurement Policy Manual    17.1. 17.2. 17.3.  Qualifications: Qualifications must be consistent with state requirements.  Bid process: Advertisement for bids or proposals must be in accordance with Florida Statutes and City of Construction Process: The construction process must have accurate and clear contract documents as these documents become the basis upon which the project will be managed, constructed, and inspected. Specific and thorough construction documents, accurate record keeping and professional inspection services help to ensure a positive outcome of the project. Plans, specifications, and any changes must be approved by the City prior to the Project Summary: At the conclusion of the construction project, it is beneficial to conduct a review of the project to help identify strengths and weaknesses of the participating parties. If an engineering firm and/or contractor continually performs below an established or expected threshold, this would provide the foundation  Mexico Beach Procurement Manual  start of construction.  17.4.  upon which to disqualify poorly performing firm(s) from future consideration.  17.5.  Process Flow for Capital Improvements Projects  Step1. Project Identification, Evaluation, and Funding During the Annual Budget Process  The City Council and City staff are responsible for coordinating the preparation of the City's Five-Year Capital Improvement Program (CIP). All capital improvement projects identified in the CIP with an estimated construction cost in excess of $15,000 and other projects as identified by the City Administrator (or designee) should follow the In addition to funding for the project, funding must be provided for Construction Engineering and Inspection (CEI) services by a firm independent of the design-build team or dlysuafcerifiedguliied inspectors.  steps outlined below.  Step2. Develop Plans and Speclfications/Design Criteria for the Project  Utilizing the traditional construction process, projects which have been identified in the Capital Improvement Program will have plans and specifications developed that precisely identify the substance of the project. When the design-build construction process is utilized, a modified system utilizing design criteria will be used following Florida Statute 287.055 (9). In addition, City Administrator: approval must be obtained to utilize the design- Incomplete or ambiguous plans and specifications or design criteria typically result in poor construction, higher cost, and frequently, litigation. Responsible contractors prefer concise/tight specifications and design criteria as this provides them an opportunity to more accurately project job cost. Generally, contractors prefer to know what is expected, rather than guessing at what is intended by the specifications. Integral to this detailed approach is the consistencyand firmness with whicht the Consulting! Engineer/Project: Manager and Inspectors enforce they provisions Itisi important to have clear interpretation of technical provisions. Specifications should be written sO they can be interpreted simply and easily, but this does nota always occur. The: same words may mean different things tot the City, Consulting Engineer/Project Manager, and Contractor. When the meaningi is in dispute, the decision will usually be against the one who prepared the contract. When a dispute arises, the judge or arbitrator usually tries to find the When preparing bid specifications, it is important to discuss liquidated damages. Whenever possible, the specifications should include a specific amount for liquidated damages in accordance with the provisions of this  build process.  of the contract.  intent of the parties att thet time the contract was signed.  23  City of Mexico Beach-P Purchasing & Procurement Policy Manual    paragraph. The term "liquidated damages" means a sum agreed upon by the City and the Contractor at the time of entering into a contract, payable to satisfy any loss or injury flowing from a breach of their contract. The City and the Contractor may stipulate, in advance, the amount to be paid as compensation for injury which may result from ab breach, and a stipulated sum is enforceable if such sum is determined to be liquidated damages rather than a penalty. However, the sums stipulated must, under the circumstances, be reasonable and1 the damagesintheir nature uncertain, andi it must be apparent that it was the intention of the parties to provide in fact for liquidated damages Design-build projects should include performance periods for both design and construction with liquidated damages  and not for a penalty.  established for the. construction performance period.  Determine if the project may benefit from direct purchases by the City, subject to certain sales tax exemptions pursuant to section 212.08(6), Fla. Stat. (2010). While tax savings may be an incentive to direct purchase materials, the Project Manager should consider additional insurance requirements and costs that may be incurred through direct purchase. Include language allowing for direct purchase in the solicitation documents if applicable.  Step 3. Advertise Project  The Purchasing Department will develop the bid advertisement with assistance from the requesting department. The ad should include the title oft the project, pre-bid meeting date, the date, time, and place to which contractors can return their bids, and name of the purchasing contact person. All bids will be sealed and opened in a public setting. The "public process" is designed to provide responding bidders with an opportunity to observe the process and instill confidence in the system while providing safeguards for the local government as well as the competitive bidders. The key to good advertisement for bids is to keep the advertisement simple, and publish the notice in newspapers, trade papers, etc., to attract the most qualified bidders. The notice to bidders assures uniformity of  information to all interested bidders.  Step 4. Conduct Pre-Bid Conference with Interested Parties  Toassist prospective bidders in fully understanding the scope oft the project, pre-bid conferences will be conducted. This pre-bid process allows the City, Consulting Engineer/Project Manager, Risk Manager, andi interested parties the opportunity to discuss unique aspects oft the project ina ag groups setting where alla answers to questions are universally received. Additionally, all questions received after the pre-bid conference, but prior to the bid submittal date, must be received in writing. If questions warrant changing bid documents numbered Addendum's will be issued and an acknowledgement will be required from bidders. Copies must be provided to all pre-bid conference attendees. The Purchasing Department will receive sealed responses up until the prescribed date and time. All sealed responses received by the Purchasing Department at or before the prescribed date and time will be opened ina ap public setting. The "public process" is designed to provide responding bidderswithand opportunity to observe the process andi instill confidence in the system while providing safeguards for the local government as well as the competitive bidders. Prior to recommending award tot the City commission the City may review the award with the most responsive firm. The City may establish an in-house peer review process and/or direct the Consulting Engineer/Project Manager to  Step5. Bid Opening  Step 6. Conduct Pre-Award Analysis  24  City of Mexico Beach- - Purchasing & Procurement Policy Manual    analyze the bid from quantities specified to profit margins to ensure that the scope of the project is fully realized and can be completed within the submitted proposal. This pre-award process affords another opportunity for the City and/or Consulting Engineer/Project Manager to discuss with the most responsive Contractor the scope, methodology, time schedule, insurance requirements, etc. of the project. This pre-award technique also minimizes the opportunities for misunderstandings and potential change orders at al later date. The City may allow al bidder to withdraw due to mistakes in bidding and/or errors inj judgment. Should the Citya allow al bidder to withdraw their bid, then the City and/or its Consulting Engineer/Project Manager will proceed to the next most responsive bidder and Lastly and prior to formulating a recommendation for the most responsive bidder, it is important to review and identify any unique circumstances surrounding this project, such as acquisition of easements, right-of-entry,  begina a similar process.  permission forms, etc., which may delay the project once approval is provided.  Step7. Recommendation for Award  After conducting the pre-award analysis, the requesting department will notify the Purchasing Department of the The appropriate Department Director will develop: al Bid Tabulation for review byt the City Council. The Bid Tabulation should include a summary of the project, a complete tabulation of all submittals, and the resulted negotiated agreement, how the project is to be funded and a timeframe for completion, along with any other unique information associated with the project. The Chief Financial Officer, Chief Procurement Officer and City Administrator must concur with the Department Director responsible for the project. The requesting department willl be prepared to discuss the item ati the designated City Council meeting to thel levelrequested by the City Council. Upona approval by the City Commission, the Purchasing Department, will notify all respondents of1 the project award. Any interested party to the award (e.g. engineer, contractor, etc.) involved in a Capital Improvement Project with City of Mexico Beach may appeal the Award of the project within one (1) business day after notification of award After the one (1) day protest period if no protests are filed, Purchasing Department will issue the Notice of Award and contract to the successful vendor. Following a Notice of Award, the most responsive bidder will be requested to submit the required signed contract, Public Construction Bond, proof of insurances, etc., as defined by the Chief  intended award.  Step 8. Issue Notice of Award  fort the project following the process ini the City of Mexico Beach Procurement Code.  Procurement Officer and Chief Risk Officer, etc. in the contract documents.  Step 9. Finalize all Required Insurances and Bonds  Insurance and bonds are critical to protecting the City's interests during the construction phase and any subsequent While some insurance requirements will be standard for major capital projects, different types of projects may require different types of insurance and/or different coverage amounts. The exact insurance requirements for each project are identified by the City Administrator as part of the preparation of bid specifications. However, all insurance policies must name the City as an additional insured, primary non- contributory with waiver of subrogation. These insurance requirements must be met and placed into effect by the Contractor prior to the City issuing a Notice to Proceed fori the work. Proof that the necessaryinsurance has been obtained, typically certificates of insurance (COIs) are forwarded by the Contractor to the Purchasing Department, who will then forward these  warranty period of the project.  25  City of Mexico Beach - Purchasing & Procurement Policy Manual    COIs to the City Administrator for review. The Project Manager will track the expiration dates of the various insurances. If policies are set to expire before the project is completed, the Project Manager will notify the Contractor and request renewed certificates of insurance through the end of the project. Copies of the renewed certificates must be forwarded to the City prior to the expiration date. All sub-contractors are subject to the same insurance requirements asthe awarded contractor. The Project Manager shall request copies of all COls for any sub- contractors utilized prior to the sub- contractor beginning any work. The Project Manager will track the COIs for all Bid Bonds are typically required to be included in each contractor's bid proposal. Bid Bonds will be returned to the Public Construction Bonds are required for these CIP projects. This bond provides the City with an avenue of financial recourse should the contractor not complete the project or demonstrate an inability to properly manage and/or construct the project in accordance with the specifications. The Bond can provide thet funding needed by the City to hire another Contractor or pay for services necessary to properly complete the work. The Contractor must submit a copy oft the Performance Bond tot the Purchasing Department for review and approval prior to the Notice to Proceed being issued. The Performance Bond becomes an integral part of the final contract documents and will remain in effect and in the possession of the City until the successful completion of the project. Warranty or Maintenance Bonds, if required by the project specifications, will be executed prior to final project closeout and will be held by the Project Manager/Consulting Engineer until the end of the bond period. These Bonds will then be returned toi the Once all insurance and Bond documents are in place and have been officially recorded as part of the contract documents, the City Clerk will provide a copy of the entire recorded contract documents package to the Purchasing Department. The Purchasing Department will send a copy oft the contract documents to the requesting department. The requesting department sends the contract documents to the Contractor with the Notice to Proceed.  subcontractors to include expiration dates.  unsuccessful bidder(s) after the Notice of Award is issued if requested by the bidder.  Contractor if requested.  Step 10. Conduct Pre-Construction Meeting  The Consulting Engineer/Project Manager should prepare an agenda summarizing the principal itemsto be discussed on the project. Correspondence should be forwarded to all affected parties, municipalities, and utility providers in the projectarea. Also, the Risk Manager should meet witht the successful Contractor and Project Manager/Consulting  Engineer to clarify any insurance issues and safetyi inspections.  Step 11. Issue Notice to Proceed  Once the Purchasing Department has acquired all required information, the requesting department can issue the Notice to Proceed. The Notice to Proceed should reference the specific contract documents and include the starting date of the project and the number of working days permitted. The Notice to Proceed date is considered the first day of the performance period. The original accepted Notice to Proceed should be forwarded to the Clerk of Court for recording, copies should be provided to the Budget Office and Finance Office who may assist in managing the financial aspects of the project. Additionally, copies should be provided to the City Attorney, the Purchasing Department, the City Manager (who will be responsible for monitoring the compliance on all insurances), and the  Consulting Engineer/Project Manager. Step 12. Invoicing and Payment  26  City of Mexico Beach-Purchasing: & Procurement Policy Manual    The Contractor should submit to the City a schedule of values for the project. Pay requests should be submitted on anapproved invoice format or AIAI Document G702- -A Application and Certification for Payment and be accompanied byt the subcontractor Waiver of Right to Claim Against the Payment Bond. Payments willl be made in accordance with the Florida Prompt Payment Act F.S. 218.735. Pay requests shall be based upon the progress made and submitted If an agent (Consultant) must approve the pay request, payment by the City to the Contractor of the statement amount shall be made within thirty (30) business days after the date on which the payment request or invoice is stamped as received by the agent. If an agent (Consultant) need not approve the pay request, payment by the City to the Contractor of the statement amount shall be made within twenty (00) business days aftert the date on which the payment request or invoice is stamped as received by the City. Ten percent (10%) retainage shall be held at the Final Payment - Final payment constituting the unpaid balance of the cost of the Project and retainage, shall be due and payable within 45 days after the Project is delivered to the City, finished and ready for occupancy. However, if there should remain work to be completed after occupancy, the Contractor and the Engineer shall list those items prior to receiving final payment and the City may retain a sum equal to 150% of the estimated cost of completing any unfinished work and the applicable portion of the Contractor's retainage, provided that said unfinished items are listed separately and estimated cost of completing any unfinished items are likewise listed separately. Thereafter, City shall pay to Contractor, monthly, the amount retained from each incomplete item after each of said Payments to Subcontractors The Contractor shall promptly, but not later than 10 days after receipt of payment from the City, pay all the amount due subcontractors less a retainage of five percent (5%). If there should remain items tol be completed, the Contractor and Engineer shall list those items required for completion and the Contractor shall require the retainage of a sum equal to 150% of the estimated cost of completing any unfinished items, provided that said unfinished items are listed separately and the estimated cost of completing any unfinished items likewise listed separately. Thereafter, The Contractor shall pay toi the subcontractors, monthly; the amount retained for each incomplete item after each of said items is completed. Before issuance of final payment without any retainage, the subcontractor shall submit satisfactory evidence that all payrolls, material bills and other indebtedness connected with the Project have been paid or otherwise satisfied, warranty information is complete, as-built markups have been submitted and instruction for the City's operating and maintenance personnel is complete. Under unique circumstances or emergency contracts, final payment may be made to a select subcontractor whose work has been satisfactorily completed prior to the total completion of the project but only Delayed Payments by City- If the City shall fail to pay the Contractor within 20 days after the receipt of an approved payment request from the Contractor, then the Contractor may, upon fourteen (14) additional days advance written notice to the City and the Engineer stop the Project until payment oft the amount owing has been received, provided that the payment request has been submitted in sufficient detail to comply with the guidelines of the Office of the Clerk of the Circuit Court for City of Mexico Beach. In the event that there is a dispute in the amount of the pay request, then only the disputed amount shall be held until resolved and the undisputed amount shall be paid within the time limits as stated within this paragraph. If undisputed amounts are timely paid, then the Contractor shall not stop the Project ina any fashion and the progress of the project shall not bei interrupted. Both parties agree that best  to the City on a monthly basis.  discretion of the City.  items is completed.  upon approval by the City Administrator.  efforts be made to resolve the disputed amount.  27  City of Mexico Beach-Purchasing & Procurement Policy Manual    Payment for Materials and Equipment Payments will be made for material and equipment not incorporated ini the work but delivered and suitably stored at the site (or another location, subject to prior approval and acceptance by  the City on each occasion).  Step 13. Successful" Vendor Begins Project Construction construction the Consulting Engineer/Project Manager shall:  Having completed the items in the previous ten steps, the Contractor is prepared to begin construction. During a. Consult with and advise the City and act as City/srepresentative as specified in agreement between the City b. Make visits to the: site at intervals appropriate to the various stages of construction to observe the progress and quality of the executed work and to determine ing general if such work is proceeding in accordance with  and the Consulting Engineer/Project Manager.  contract documents.  Perform day to day resident inspection if required by agreement. d. Review and approve shop drawings and other submittals.  e. Issue all instructions of City to contractor and provide necessary interpretations and clarifications of the Based on on-site observations and review of applications for payment, determine amounts owing to h. Conduct an inspection to determine if the project is substantially complete and a final inspection to determine ift the work is complete in accordance with contract documents and if contractor has fulfilled all Recommend in writing final payment and give written notice to City that work is acceptable.  contract documents. Prepare change orders as required. contractor and recommend payment to City.  his obligations.  Step 14. Appropriate Engineering/nspection Services During Construction Contractor or Design Build team and shalli include the following:  Construction Engineering Inspection (CEI) services will be provided by a certified inspector independent from the 1) Preparatory inspection This should be performed prior to beginning any work on any definable feature of work. It should include a review of contract requirements; a check to assure that all materials and/or equipment have been tested, submitted, and approved; a check to assure that provisions have been made to provide required quality control testing; examination of the work area to ascertain that all preliminary work has been completed; and a physical examination of materials and equipment to assure that they conform to approved shop drawings or submittal data and that all materials and/ore equipment are on hand. 2) Inspections: Should be performed as soon as work begins on a representative portion of the particular feature of work and should include examination of the quality of workmanship and should include a review of quality control testing for compliance with contract requirements. Inspection reports must be completed on a daily basis and/or a diary maintained which documents the contractor's progress and activities. As a  minimum, this documentation shall include:  Phase or phases of construction underway during the timeframe of the report.  Type and number ofi inspections or tests that were made.  Results of inspection, including nature of deficiencies observed and corrective actions taken or to  be taken.  28  City of Mexico Beach-Purchasing & Procurement Policy Manual    Report of tests performed, including those specified, with the results of the tests, including failures and remedial action to be taken. Test results should be attached to the dailyi inspection report form. Where test results cannot be completed by the time the daily inspection report is submitted a notation should be made that the test was performed and the approximate date test results will be available. Delayed test results should be submitted with the daily inspection report on the date  received.  Other information may be required on the daily inspection report for activities affecting quality control and  construction documentation. These items may/shall include:  Data on weather conditions (down time due to weather). Surveillance of shop drawings and submittal requirements. approvals, damage during transit, and proper storage. Number and types of vehicles/equpment on project. Documentation of any delays and/or change requests. Federal, State and local government visitors.  Contractor or subcontractor operations, during the reporting period, and their respective areas of Monitoring of materials and equipment upon arrival at the job site for compliance with submittal  responsibility.  Job: safety.  The daily inspection report must contain a record of inspections and tests for all work accomplished subsequent to In all cases the daily inspection report must be verified and signed by the Consulting Engineer/Project Manager. The verification: should contain the statement that alls supplies and materials, incorporated in the work, are in compliance with the terms of the contract except as noted. Reports should be reviewed promptly by the City. Discrepancies  the previous report.  should be resolved immediately.  Inspect and monitor the safety/insurance aspects of the project.  Substantial completion inspection This shall be performed upon notification by the contractor that the project is substantially complete. A punch list shall be prepared to document all workr required in order to conformto contract Final inspection This shall be performed upon notice by the contractor that punch list items have been corrected and upon personal observations which indicate that all work has been completed in accordance with contract Liquidated damages - Liquidated damages for a project not completed within the project performance period will  requirements.  documents. Final inspection must be completed within the project performance period. begin accruing the day after the last day of the contract project performance period.  Step 15. Post Construction Evaluation  With the project construction complete, it is beneficial for the City, Consulting Engineer/Project Manager, and This post construction evaluation becomes the foundation upon which Consulting Engineers/Project Managers and  Contractor to review how the project has been managed, designed, and constructed. Contractors are qualified for future work based on past performance.  29  City of Mexico Beach-Purchasing: & Procurement Policy Manual    18. PIGGYBACK CONTRACTS  Departments may request to piggyback on contracts for goods and services with other governmental entities. The  following must be submitted: as a part of the request and specifications package:  a) A copy of the other agency's solicitation to include the awarded vendor's submittal. b) A copy of the other agency's Purchase Order or contract and expiration date. c) A letter from the awarded vendor, offering to honor the same prices under the same terms and conditions as indicated in the other agency's solicitation and subsequent contract. d) Verification from the other agency that the vendor is performing satisfactorily.  19. SOLE SOURCE/NON-COMPETITIVE NEGOTIATIONS  AI request for sole source procurement is permissible in accordance with section 30 oft the City Code and Ordinance 777.  The requesting Department must provide in writing along with the request for procurement:  a) a finding that only one qualified source is available;  b) as statement that a search for alternative sources has been made, i.e., a request for a proprietary item does notj justify a sole source procurement if there is more than one potential bidder for the item; and aj justification of why the only source is acceptable to fit the needs of the using Department.  19.1.  Purchasing may negotiate with a sole source supplier under one or more of the following circumstances: a) The needed supply or service is available from only one source/brand as determined by the requesting  Department's written justifications.  b) The supply or service is wanted fore experimental trial or testing. c) Additional supplies or services are needed to complete an ongoing task. e) Compatibility is the overriding consideration. f) The item is a used item, which is subject to immediate sale.  d) The item is a component or replacement part for which there is no commercial distributor.  20. EMERGENCY PURCHASES  20.1.  Departments shall document any procurements exempted from the mandatory bid requirements in the event of a public emergency, because the circumstances of the delayi incident in complying with such requirements would be detrimental to the health, safety and welfare of the citizens of the City; such emergencies shall include, but are not limited to, war, declared or undeclared; insurrection; hurricane; flood; tornadoes or any other form of disaster or unforeseen circumstances threatening destruction of life or damage to property. This exemption shall be in effect through any such circumstances, including the clean-up and repair of property following such an event. Departments are responsible for understanding additional requirements for Federal and/or State The City may enter into and utilize Mutual Aid Agreements as provided in Chapter 252, Florida Statutes in the event of emergency situations. The City Administrator shall be authorized to invoke the terms of the Mutual Int the event ofal local public emergency, state, and/or Federal state ofe emergency is declared, all provisions of the Purchasing Procedures Code, except Section 30.01 of Ordinance 714 are automatically suspended with  20.2. 20.3. Aid Agreement. 20.4.  reimbursements related to emergency purchases.  30  City of Mexico Beach-Purchasing & Procurement Policy Manual    respect to procurements that are necessary for the response to and recovery from the emergency condition for sO During the declared public emergency, the City may implement a simplified purchasing requirements and An exception from competitive bids may be approved by Council majority vote for goods and/or services needed to address the public emergency from single source outlets, federal/state agencies, or where the best interest of the citizens of the city require it after unsuccessfullya attempting competitive bidding.  long as the state of emergency declaration is in effect. piggybacking (See Section 18 of this manual).  20.5. 20.6.  21. RENEWAL AND EXTENSION  21.1.  Contracts for commodities or contractual services may be renewed for the original term oft the contract or for aj period that may not exceed 3 years, whichever period is longer. The renewal may be divided into increments (e.g., three one-year renewals), may bet for a complete term (e.g., one renewal for three years or the original term of the contract), or a combination thereof (e.g., one two-year renewal followed by a one one-year renewal). Renewals are pursuant to contract terms specifically providing for such renewal. Contract renewal options Contracts may be extended based on the same terms and conditions set forth in the initial contract.  approved by the BOCC may be executed byt the City Administrator.  21.2.  22. TIE BIDS 22.1.  In cases oft tie bids (monetary as well as all award criteria identified) preference shall be given to the bidder withac drug-free workplace program. If none or all of the tied firms have a drug-free workplace program, award will be made based on al lot drawn by the City Administrator or his or her designee before at least three witnesses.  23. CHANGE ORDERS  Ifa change order is required to correct errors, omissions, or discrepancies, adjust contract times/project schedule, or to direct other changes to meet unforeseen field, emergency, climatic, regulatory, or market conditions, the following shall  apply: 23.1. 23.2. 23.3. 23.4. 23.5.  All change orders must be made in writing and approved in writing by the City'ss signature authority prior to All change orders exceeding a cumulative total of ten percent of the original contract amount must be in writing and include the additional scope of work or quantities, the amount of the change order, and any additional Change orders exceeding a cumulative total of ten percent of the contract price or a cumulative cost exceeding $100,000, or where there is a materially significant change in the scope of services, the change shall be Ifdirect purchasing is being utilized in connection to a construction project, a deduct change order to the Ifthe project is unable to proceed without the immediate approval ofa a change order, the City Administrator has the authority to approve the change order up to the City Administrator's purchasing authority not to exceed (See Section 8.0) and bring it before the City Council, as required, at the next regularly scheduled meeting with  proceeding with the conditions established in the change order.  days added to the term or delivery date.  approved by the appropriate signatory based on the dollar value of the contract. contractor ini the amount of the direct purchase, shall be made in writing.  31  City of Mexico Beach-Purchasing: & Procurement Policy Manual    documented explanation oft the condition. Ift the change order exceeds the City Administratorspurc"singauthority  not to exceed, the change order must be approved the City Council prior to proceeding.  24. BID PROTEST PROCEDURES  Any actual or prospective bidder who is aggrieved in connection with the solicitation or award of a contract may: seek resolution of complaints initially with the Purchasing Administrator and second with the City Administrator. A protest with respect to an invitation for bid or request for proposal shall be submitted in writing a minimum of five (5) work days prior tot the opening of bids or the closing date of proposals, unless the aggrieved person could not have been reasonably expected to have knowledge of the facts giving rise to such protest prior to the bid opening or the closing date for  proposals. 24.1.  Protest Procedure  The protesting person or firm must submit their formal protest in writing ten business days of the alleged violation of the purchasing ordinance. The written protest must specifically cite the portion of the Code of The City Administrator as Purchasing Agent for the City has thet final authorityi in the matter of protests. The City Administrator will respond to the protester within ten business days of receipt of the appeal. There is no appeal  Ordinances that was allegedly violated.  24.2. 24.3.  to the City Administrator's decision concerning protests of the purchasing process.  Protest fee  When filing a formal protest, the protesting vendor must include a fee in the amount of 5% of the selected vendor's total bid to offset the City's additional expenses related to the protest. This fee shall not exceed $2,500 nor be less than $50. Ife either the City Administrator upholds the protest, the City will refund 100% In the event of a timely protest, the Purchasing Administrator shall not proceed with the solicitation or award of contract until all administrative remedies have been exhausted or until the City Administrator makes written determination that the award of contract without delay is necessary to protect the best  oft thei fee paid.  24.4.  Stay of Procurement During Protest  interest of the City.  25. PURCHASING CARD  25.1.  General  The City of Mexico Beach Purchasing Card Program is designed to improve efficiency in processing low dollar purchases from any vendor that accepts the City's credit card. This program allows the cardholder to purchase approved commodities and services directly from vendors. Each purchasing card is issued in the cardholder's name and City of Mexico Beach. The Purchasing Department in partnership with the Clerk's Finance Office is responsible for the overall management of the credit card purchasing program. The Department will determine to whom the cards should be issued. The City Administrator will issue approval based upon the purchasing authority of each individual or work group, and in accordance with The single per transaction dollar limit shall not exceed $3,500.00. Departments with the approval of the  25.2.  Issuance  provisions established in the VISA Purchasing Card Agreement.  25.3.  Transaction Dollar Limit  Chief Procurement Officer selected to participate in the program shall specify: a) Monthly transaction limit determined by the City Administrator.  32  City of Mexico Beach-Purchasing & Procurement Policy Manual    b) Restrictions on the types ofvendors with which the card may be used.  Any additional controls available. e) Cash advances are strictly prohibited.  d) Credit cards may be used to purchase commodities and a limited number of services.  25.4.  Travel travel expenses.  25.4.1. The purchasing card may be used for travel. Limits may be temporarily adjusted to accommodate approved 25.4.2. Fuel may be purchased with the purchasing card for a City vehicle or rental vehicle authorized for travel.  25.4.3. The purchasing card shall not be used to fuel a personal vehicle. 25.4.4. The purchasing card shall not be used for food.  25.5.  Tax Exempt Number  25.5.1. All Credit Card purchases are exempt from all state and local use tax. The City's Tax Exempt I.D. Number is printed on a separate card for each cardholder. This number is to be given to all vendors to avoid payment of state and local use tax. The use oft the City's Tax Exempt I.D. Number for personal use is strictly prohibited. Any employee caught using the City's Tax Exempt I.D. Number for personal use will receive disciplinary action to 25.5.2. Additionally, F.S. 212.085, states that in addition to being liable for payment of the tax plus a mandatory penalty of 200 percent of the tax, such person shall be liable for fine and punishment as provided by law for a conviction ofai felony oft the third degree, as provided ins. 775.082, S. 775.083, or S. 775.084. 25.6.1. To insure prompt and proper payment of receipts/invoices, the following procedure should be strictly adhered to, noting that timeliness and completeness are of utmost importance to the success of the process. 25.6.2. All cardholders should submit for processing all of their transactions via the issuing card company program prior to the close of the monthly credit card cycle. (Cardholders should note that some transactions may continue to post 48 hours after the cycle end on the 27th of each month, because of these late postings, cardholders will need to review their account and submit for processing any additional transactions with a 25.6.3. Once a cardholder has electronically submitted for processing his/her transactions, all receipts and invoices should be attached to the Transaction Report, which may be produced through the card company program. 25.6.4. The appropriate Department number and account number indicating where the purchase is to be expensed 25.6.5. After receipts/invoices have been reconciled and attached to the Transaction Report, the cardholder must 25.6.6. Submission of all properly authorized documentation is due to Finance by the 6th of the following month. Otherwise, the Chief Procurement Officer may suspend the card account until report is received by Finance. 25.7.1. Cardholders must send their Transaction Report and invoices to the Accounts Payable office in sufficient time to make a timely payment, interest, if any, willl be charged to the cardholder's budget. 25.8.1. Int the event ofac disputed charge, the cardholder is unable to resolve the disputed purchase withi the vendor, the cardholder should promptly complete a Customer Statement of Disputed Charge by checking the dispute box in the issuing card company program. The cardholder shall forward by email, fax or mail to issuing card  include, but not limited to, immediate termination of employment.  25.6.  Receipt of Goods  "posted date" oft the 27th or before.)  should be included either on the Transaction Report or the individual receipt/invoice. obtain the appropriate authorization on his/her report before forwarding to Finance.  25.7. 25.8.  Interest and Penalty  Disputed Charges and Assistance  company with copies to the Purchasing Department and Finance.  25.9.  Returns  33  City of Mexico Beach-Purchasing: & Procurement Policy Manual    25.9.1. Int the event there are returns, the cardholder must check the subsequent invoice (statements) for the credit and attach the credit slip when processing for payment. If the credit slip was not obtained, attach other  documentation explaining the return. Lost or Stolen Cards  25.10. 25.10.1. charged. 25.11. 25.11.1.  Report lost or stolen cards to the Purchasing Department immediately. Ifr not reportedi immediately, City of Mexico Beach may be liable for the fraudulent charges and, if liable, the cardholder's budget will be  Inappropriate Purchase  Neither the bank nor the merchant bears any responsibility for inappropriate purchases. Ifa purchase was made by the cardholder, the merchant will be paid and the Department budget charged, unless the Department returns the merchandise and the merchant agrees to take it back and issue a credit. Personal transactions are strictly prohibited. Individual cardholders may be subject to disciplinary action up to and  including termination if illegal and/or inappropriate purchases occur.  25.12. 25.12.1.  Cardholder Performance  Ad cardholder's responsible supervisor shall review their purchases, as they are responsible for the cardholder meeting all the requirements specified for the use of their card. The completion of the review will be documented bys signing and dating by the cardholder andi the: supervisor ont the Transaction Report obtained  from the issuing card company program. Cancellation of Cards Record Keeping  25.13. 25.13.1. 25.14. 25.14.1.  When the employment of a cardholder is ended, the cardholder's supervisor is responsible for Itis mandatory that the cardholder shall match their invoices to the transaction report and forward  returning the card to the City Administrator or City Clerk for cancellation.  to their supervisor for their review.  26. PURCHASE ORDER PROCESS  26.1.  Purpose  A regular purchase order authorizes the seller to ship and invoice materials and perform services as specified. Purchase orders shall be written sO that they are concise and clear. This will prevent unnecessary Regular purchase orders shall be issued only upon. receipt of requisitions approved by department See Section 8 of this Manual for thresholds for purchase orders and when City Council approval is required. The Department Purchaser or City Administrator will prepare a Purchasing Memorandum for City Council approval when the item(s) or service(s) to be purchased are normal, routine and within the department's previously approved budget. The requisitioning department must prepare an agenda item for Council action in all other cases. A purchase order will be issued as approved by City Council. The City Administrator must approve the purchase  misunderstandings and correspondence with vendors.  26.2. 26.3.  Regular Purchase Orders  administrator, department director or authorized personnel.  prior to issuance of the purchase order. Who Issues the Order Payable Clerk only. How to Complete a Purchase Order  26.4. 26.5.  Purchase orders are processed and issued by the City Clerk, Administrative Specialist, or the Accounts  a) Purchase Order Number This number is issued sequentially through the financial system software.  34  City of Mexico Beach-Purchasing & Procurement Policy Manual    a) Purchase Order Date = For as standard purchase order, this is the date the purchase order is issued. Purchase b) Vendor Name The vendor name and address are computer generated from the master vendor list maintained by Ship To Indicate the actual address to which the items purchased are to be shipped. This should have been  order dates are computer generated through the financial system software.  the financial system software.  indicated on the purchase requisition, but may require override. e) FOB - Indicate the FOB terms, preferably FOB' "CLW"  d) Payment Terms Indicate the payment term code for terms required by the vendor.  Contact Person = Indicate the name and phone number of the departmental selected contact person. g) Date Required Indicate the date the item(s) being ordered is (are) physically required to be delivered. h) Department = The department name is transferred directly from the computer requisition. Item Description - Indicate description ofi item to be purchased. Should additional space be required, utilize the  remarks screen following the line screen. Quantity Indicate the quantity ordered of each item. k) Unit of Measure Indicate the unit of measurement ofe eachi item. Unit price - Indicate the unit price for item. m) Total Price = This amount is automatically extended.  n) Appropriation Code Indicate the budgetary code that is to be charged for the purchase as indicated on the purchase requisition. Additional appropriation codes to be charged must be noted in the remarks field for each o) Signature This is the signature line for the Department head approval and City Administrator approval. These are  line item. 26.6.  the only persons authorized to sign the form. Routing of Purchase Order  The Purchase Orderi isaf form containing one original. This form is produced for either the Utility Department ort the General Fund. AlI Utility Department POs are presented tot the City Clerk for coding and error checking. All General Fund POs are presented to the Utility Department Administrative Specialist. After they initial off ont the POs, theyare presented tot the responsible Department Heads fori inspections. The Department Heads are responsible for ensuring the purchases are proper and in budget. After Department Head approval, they are presented to the City Administrator for final approval. They are then returned to the APC for further Whenever ac change of any! kind on the original order is authorized, iti is done bya a change order amendment. To process a change order amendment, the using department submits a new purchase requisition in the amount of the change. The original purchase order number must be indicated on the purchase requisition. In order to have a change order amendment processed, the same approval requirements are applied for the a) Ifthe original amount exceeded $3,000, and was awarded by the City Council, the City Administrator or designee may approve a change order amendment increase not to exceed an additional amount within the City Administrator's purchasing authority cumulative oft the amount approved by the Council. Should the change exceed the City Administrator's purchasing authority (See Section 8), the  processing.  26.7.  Change Orders/Amendments  The APC will modify the original purchase order or issue a new one. cumulative total amount of the amended purchases award:  amendment must be approved by City Council.  b) Change order decreases may be approved by the City Administrator in any amount.  35  City of Mexico Beach-P Purchasing & Procurement Policy Manual    c) Ifthe original purchase order amount was less than $3,000, the change order amendment may be approved by the City Administrator, or designee to a cumulative total of the City Administrator's d) Ifthe change order/amendment requires City Council approval, the City Administrator will forwarda recommendation. for approval for all items that are considered "normal and routine". Unusual items or exceptions to bid policy must be recommended by the department on a separate City Council Agenda  purchasing authority (Section 8 of this manual).  item.  27. EXCEPTIONS AND EXCLUSIONS FOR ISSUING PURCHASE ORDERS  There are certain expenditures for which the processing of a Purchase Order or contract is unnecessary. The following purchases may be made without Purchase Orders or contract. Invoices should be signed by the appropriate authority level:  a. Employee expenses such as memberships, conference expenses, mileage and other reimbursable  expenses. b. Utility, Telephone Bills, etc. Insurance Premiums. e. Petroleum Products (Oil and Fuel).  d. Interdepartmental billing such as worker's compensation premiums and other insurance premiums.  28. LEASES, CONTRACTS, AND AGREEMENTS  The following contracts, leases, and agreements shall be reviewed by the City Attorney before execution by the vendor, provider, or contractor, and preferably before presentation to the City of Mexico Beach or execution by the authorized  City individual:  a. Allr recurring contracts, leases, and agreements. Recurring contracts or agreements are those contracts and agreements for procurement of goods or services that are provided to the City on a continuing or repeat b. Allo contracts, task orders, leases, and agreements of $3,000 or more. In determining the value ofa contract, all proposed renewal clause terms must be considered. A1 task order is an order for services Allo contracts, leases, and agreements with another governmental entity or based on procurement through d. All contracts, leases, and agreements that will use a financing mechanism for the procurement, i.e., lease  basis.  placed against an established contract. the piggyback method. purchase.  29. CONTRACTING PROVISIONS  The Purchasing Department, in coordination with the City Attorney, is responsible for drafting an initial draft of any contract, lease, or agreement entered into on behalf of the City of Mexico Beach. The following contract provisions, among  others as necessary, should be included in contracts, leases, and agreements:  a. All parties entering into the contract, lease or agreement. b. Complete scope of the premises or the work.  At timeline of completion and whether the contract, lease or agreement is exclusive or non-exclusive. d. Price or compensation for the work and the manner, method, and schedule of payment.  36  City of Mexico Beach-P Purchasing & Procurement Policy Manual    e.A Astatement that the contractor is an independent contractor or other statements regarding the The responsibilities, as applicable, of the contractor, to include, but not limited to, obligations to:  relationship of the parties. i. Cooperate with the City;  ii. Complete the work timely and in the proper sequence; representative and/or superintendent for the work; iv. Maintain a drug-free workplace program similar to the City's; V. Furnish all tools, materials, consumable supplies and equipment; vi. Follow all federal, state and local laws applicable to the work; vii. Not employ illegal alien labor and use e-Verify to maintain a legal work force;  iii. Use competent employees or workers that are acceptable to the City, including an authorized  vii. Follow proper change order procedures; ix. Warranty periods; and X. Liquidated damages. warranty requirements. h. Default and termination provisions. Accounting and auditing provisions. methods of acceptable notices. immunity, and modifications.  Insurance requirements, including hold harmless and indemnification provisions and bonding and  Addresses, telephone numbers, fax numbers and email addresses for all parties to receive notices and Miscellaneous provisions regarding assignment, merger, applicable state lawa and venue, sovereign The Purchasing Department shall forward the draft contract, lease or agreement to the requesting Department for review and to the City Attorney and Risk Management Director for approval. After receipt of a completed and signed Contract Tracking Document and award oft the contract, lease, or agreement, if necessary, the Purchasing Department will forward the contract, lease, or agreement to the other party for execution.  29.1.  30. FEDERAL PROCUREMENT REQUIREMENTS  When property or services are procured using funds derived from a Federal grant or agreement (whether direct to the City or"pass-through" from another entity such as the State), the City is required to and will follow the Federal procurement standards in the "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards',2 C.F.R. Sections 200.313 and 200.317 through 200.327. All procurements must be conducted in a manner that provides full and open competition. The City must follow Section 30, Ordinance 777, and this manual for procurement thresholds. Sealed bids, competitive proposals and noncompetitive proposals may be used pursuant to the requirements of2 C.F.R.  Section 200.320. 30.1. 30.2.  Itist the responsibility of the requesting Department to notify Purchasing whether federal funds will be used on any particular project and of any special conditions that are imposed upon the City throughsuchi federalfunding. The City shall use the same procedures as otherwise contained in this Procurement Manual to the extent that they do not conflict with the Federal procurement standards. The requirements of 2 C.F.R. Sections 200.313 and 200.317 through 200.327 will applyi in the case of a conflict.. Applicable Davis- Bacon wage determinations shall be submitted byt the requesting department together with technical specifications. Departments should ensure that  Federal grant requirements do not prohibit the use of previouslyawarded vendors.  30.3.  Equipment  37  City of Mexico Beach-F Purchasing & Procurement Policy Manual    Management and disposition of equipment purchased with funds deriving from Federal grants shall be in accordance with 2 C.F.R. Section 200.313. All property acquired must be used for federally authorized purposes until project funding ceases or until the property is no longer needed for the project, and shall not be encumbered without approval of the federal awarding agency. Property will be managed and disposed a) Property records will be maintained that include a description of all federally funded equipment, a serial number, the source of funding including the FAIN, record of title, the date of acquisition, the cost, the percentage of Federal participation in the purchase, the property location, use and condition, b) A physical inventory of the property will be taken and the results reconciled once every two (2) years. The City'se existing and customary property control system will be utilized to ensure against loss, d) Property authorized for sale shall be sold in a manner ensuring the highest possible return. e) Surplus property no longer needed for its original purpose may be used for other federally supported ) The City may sell or otherwise dispose of federally funded equipment with a current fair market value g) The City will request permission from the Federal granting entity prior to disposal of equipment witha  of as follows:  and the ultimate disposition of the property.  damage or theft. activities.  under $5,000 in accordance with its customary surplus property processes.  current fair market value over $5,000.  30.4.  Conflicts of Interest  30.4.1. All City employees and officers are subject to the provisions of the Code of Ethics for Public Officers and Employees (Sections 112.311, Florida Statutes); Division 3, City of Mexico Beach Procurement Code; the Conflict of Interest provisions in this Manual and the provisions governing Federal conflicts of interest outlined 30.4.2. For Federal procurements, no employee, officer, or agent oft the City may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise whent the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any oft the parties indicated above has at financial or other interest in, or at tangible personal benefit from a firm considered fora contract. Except as limited by City Policy officers, employees, and agents of the City may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Any potential conflicts ofi interest must be disclosed, in a timely manner and in writing, to the Federal awarding or pass-throughi agency. The assigned Grant Coordinator fort thei federally funded projectisresponsible for making 30.4.3. Ina addition to the penalties provided int the Florida! Statutes, a violation of any provision oft the Code of Ethics for Public Officers and Employees; City Policy; or this section, may subject an employee to disciplinary action 30.5.1. The City is subject to the debarment and suspension regulations implementing Executive Orders 12549 and 30.5.2. The City may not enteri into an agreement for property or services with an entity or person who has been disqualified (suspended or debarred) from participation in Federal programs or activities, unless the Federal  herein.  this disclosure.  up to andi including discharge from employment. Suspension and Debarment 12689, 2 C.F.R. Part 180.  30.5.  granting agency grants an exception.  38  City of Mexico Beach-Purchasing & Procurement Policy Manual    30.5.3. The City shall take reasonable steps to determine whether any vendor, contractor or consultant is or has been excluded or disqualified from participating in such transaction. Prior to awarding any bid, the Grants Coordinator shall check with SAM.gov to ensure that the bidder or subcontractors, if applicable, are not 30.5.4. The City shall include a provision in all agreements requiring contractors, vendors or consultants to comply with Part 180 when entering into covered transactions with subcontractors, sub-vendors and subconsultants, 30.5.5. The City shall comply with all reporting requirements as mandated by the Federal granting agency. 30.6.1. Any person or entity wishing to dispute the award ofal bid, acceptance of a proposal, other procurement of property or services, or the application or interpretation of a contract or agreement relating to property or services procured using Federal grant funds shall submit all relevant information to the Chief Procurement Officer. Protested: awards shall follow procedures seti forthi in City of Mexico Beach Procurement Code, Division 3, Sec. 2-114. For all other disputes, the Chief Procurement Officer shall review all information presented and shall conduct such further investigation as he or she deems appropriate under the circumstances. After review ofa all relevant information, the Chief Procurement Officer shall render a decision concerning the dispute, which decision: shall be the final decision oft the City. Persons not satisfied witht the decision oft the Chief Procurement 30.7.1. Local Preference will not be used in the evaluation of bids or proposals relating to procurements deriving from Federal grant funding, unless otherwise provided fori in any specific grant agreement. 30.8.1. City of Mexico Beach does not discriminate on any basis within its procurement and contracting process, and encourages the participation of minority- and women-owned business enterprises (collectively, "MBES"). Within the limits of the Federal Constitution, the City will consider the firm's status as an MBE or a certified MBE, and also the status of any sub-contractors or sub-consultants proposed to be utilized by the firm, within 30.8.2. The City will take onstiutonalypemisbe affirmative steps to assure that minority- and women- owned  disbarred or suspended from working withi federally funded contracts.  etc.  30.6.  Settlement of Procurement and Contract Disputes  Officer, may proceed in accordance with Florida law.  30.7. 30.8.  Local Preference  Minority- and Women-Owned Business Enterprises  the evaluation process. Interested MBES and certified MBES are encouraged to respond. businesses are used whenever possible. These stepsi include, but are not limited to: a) Placing qualified small, minority- and women-owned businesses on: solicitation lists;  b) Assuring that small, minority- and women-owned businesses are solicited whenever they are potential Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit d) Establishing deliveryschedules, where requirements permit, which encourage participation by small, e) Using the services and assistance, as appropriate, of organizations such as the Small Business Administration, the Minority Business Development Agency of the Department of Commerce and the Requiring the prime contractor, if subcontracts are to be let, to take these same affirmative steps in the  sources;  maximum participation by small, women- and minority-owned businesses;  women- and minority-owned businesses; Florida Office of Supplier Diversity;and administration of its related contracts. Procurement of Recovered Materials  30.9.  30.9.1. The City shall comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, when procuring goods funded through Federal grant funding.  39  City of Mexico Beach-Purchasing & Procurement Policy Manual    30.9.2. Whenever feasible, the City will procure items designated in the guidelines oft the Environmental Protection Agency (EPA) at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000. 30.9.3. The City will procure solid waste management services in a manner that maximizes energy and resource The City will maintain an affirmative preference program for procurement of recovered materials identified in the EPA guidelines. The City may consider the Minimum Content Standard, the Case-by-Case Standard, or a substantially equivalent standard, as set forth in RCRA Section 6002(1)(3), as appropriate to any situation. The City may utilize the assistance of EPAI Product Resource Guides located at httpl/www..epa.sv/epawaste/conserve/tool/CpR/resources.htm for all product categories for all covered  recovery.  30.10.  procurements. 30.11. 30.11.1.  Contract Cost and Price  For every procurement in excess of $15,000, including contract modifications or change orders greater than $15,000, the City shall perform a cost or price analysis in connection with every procurement subject to Federal procurement guidelines, which: shalli include ani independent estimate of cost priort toi issuing bids or proposals. For proposals where price is not considered in the award, profit shall be negotiated as a separate element of the price. In determining whether profit is fair and reasonable, the City shall consider the complexity of work, the risk to be bourn by the contractor, the contractor's investment, the amount of subcontracting necessary, the quality of the contractor's record and past performance, and industry profit rates for the surrounding geographical area. "Cost Plus Percentage" methods for determining profit may not  be used. 30.12. Contract Provisions 30.12.1.  All contracts or Purchase Orders must contain the applicable provisions required pursuant to Section 200.327 and Appendix It to Part 200 of the Code of Federal Regulations. These include, but are not limited to: 1. Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908must address legal remedies in instances where contractors violate or breach contract terms, and provide for sanctions and penalties as appropriate; 2. Contracts in excess of$10,000 must address termination for cause and for convenience by the City including  the manner by which it will be affected and the basis for settlement;  30.12.2. 30.12.3.  All contracts must include the Equal Employment Opportunity clause;  When required, all prime construction contracts in excess of $2,000 must include a provision for compliance with the Davis-B Bacon Act, as supplemented, requiring contractors to pay laborers and mechanics ata rate not less than the prevailing wages specified in a wage determination issued by the U.S. Department Where applicable, all contracts in excess of $100,000 that involve mechanics or laborers must include a provision for compliance with the Contract Work Hours and Safety Standards Act, 40 U.S.C. 3701- Where applicable, a clause requiring compliance with the Rights to Inventions made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements, Contracts in excess of $150,000 must require compliance with the Clean Air Act and Federal Water  of Labor, which determination must bei included with all solicitations;  30.12.4. 3708; 30.12.5. 37C.F.. Part 401; 30.12.6.  Pollution Control Act and associated regulations;  40  City of Mexico Beach-F Purchasing & Procurement Policy Manual    30.12.7. 30.12.8. 30.12.9.  Contracts must include requirements concerning mandatory standards relating to energy efficiency Contracts must include requirements that a contract award must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM) J. For contracts in excess of Contracts must include a provision for compliance with the Copeland "Anti- Kickback", Act (40U.S.C. 3145)asuplemented by Department ofLabor regulations (29C.F.R. Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States") stating that each contractor or subrecipient must be prohibited from including, by any means, any person employed int the construction, completion or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled; Contracts for federally funded projects must include clauses required by Federal statutes and executive orders and their implementing regulations, including the provisions listed in Appendix IIto2C.F.R. Part 200 - Contract Provisions for Non-Federal Contracts under Federal Awards.  as contained in Florida's Energy Conservation Plan;  $100,000, requirements for compliance with the Byrd Anti-Lobbying Amendment;  30.12.10. 30.12.11. for procurements. 30.12.12. 30.12.13.  Contracts must include a provision for compliance with 2C.F.R. Part: 200.216 Prohibition on certain Contracts must include a provision for compliance with 2 C.F.R. Part200.322 Domestic preferences Section 3 Business status can be used at any level but is mandatory once funding reaches $200K whether fully or partially funded with HUD1 funds. Section 3 Business status will be retained for the duration of Appendix B includes Federal Contract requirements to be included with procurement ocumentsspecications and with the Agreement/Contract for Federally funded projects or purchases.  elecommunications and video surveillance services or equipment.  the project or not to exceed five years from construction start date of Project."  31. INSURANCE REQUIREMENTS  The City Administrator and City Attorney shall review all contracts for recurring purchases of goods and services, for goods and services over $5,000, and otherwise as requested by the Chief Procurement Officer. The City Administrator and City Attorney shall determine what insurance and conditions will be provided based on thet type of goods or services to be  procured. Generally, any of the following insurance requirements may be included in a contract:  a. Hold Harmless and Indemnification Agreement  b. Loss Control Provisions  Drug Free Work Place Requirements: It is the policy of the Board to provide a Drug- Free Workplace for all City employees. To that extent, all individuals or organizations desiring to do business with the City are required to have a substance abuse policy subject to the same rules of conduct and tests as the employees  of the City of Mexico Beach Commission. e. General Liability Coverage Products/Completed Operations Business Auto Liability Coverage h. Excess or Umbrella Liability Coverage Property Coverage for Leases Liquor Liability  d. General, Automobile and Excess or Umbrella Liability Coverage  Commercial General Liability Increased General Aggregate Limit  Owners Protective Liability Coverage  41  City of Mexico Beach-P Purchasing & Procurement Policy Manual    m. Builders Risk Coverage n. Installation Floater Coverage 0. Motor Truck Cargo Coverage Contractor's Equipment Coverage Fidelity/Dishonesty Coverage Garage Liability Coverage Garage keepers Coverage Watercraft Liability Coverage u. Aircraft Liability Coverage  V. olutony/Envronmenta. Impairment Liability Coverage W. United States Longshoremen and Harbor workers Act Coverage y. Professional Liability, Malpractice and/or Errors or Omissions  Jones Act Coverage Endorsement  32. FLORIDA PROMPT PAYMENT ACT  Payment for all purchases by the City shall be made in at timely manner ina accordance with the provisions of the "Local  Government Prompt Payment Act," sections2 218.70-218.79, Florida Statutes.  33. INVOICES/PAY REQUESTS  Ani invoice submitted to the Clerk's Finance Office for payment shall qualify for payment when thet following conditions are  met:  The invoice is accompanied by the yellow copy oft the Purchase Order, acknowledging the receipt of goods or services, or the white copy oft the purchase requisition that is signed and dated by the Chief Procurement Officer and individual with appropriate level of authority that coincides with the monetary amount oft the goods or services; or, the contract number shall be referenced on the ii. In the event of a partial shipment, a photocopy of the Purchase Order, purchase requisition, or schedule of values or deliverables indicating the item(s) received may be forwarded to the Clerk's Finance Office as long as it has been signed and dated by the appropriate authority level. iii. In the event of a blanket Purchase Order, a photocopy of the Purchase Order may be submitted to the Clerk's Finance Office for each occurrence that payment is required against the Purchase Order prior to final payment. The yellow copy of the Purchase Order must accompany the final invoice iv. The invoice is an exception or exemption as referenced in the Procurement Manual. V. Advance payment of an invoice for goods or services shall first be submitted for approval by the Purchasing Department. Invoice shall be accompanied by supporting justification. Criteria for 1. Advance payment will result in a savings to the City which is equal to or greater than the amount the City would earn byi investing the funds and paying in arrears. 2. The goods or services are essential to the operation of the City and are available only if  invoice and signed by the appropriate authority level.  when forwarded to the Clerk's Finance Office for payment.  approval shall include one of the following:  advance payment is made.  42  City of Mexico Beach- - Purchasing & Procurement Policy Manual    b. Ac change order will be processed to correct any discrepancies between the monetary amount on the invoice and the monetary: amount of the processed Purchase Order or contract, according to guidelinesi in  the Procurement Manual.  34. DIRECT PURCHASE & TAX-EXEMPT SAVINGS  34.1.  For purchases of $10,000 or more, the City may elect to purchase materials and equipment included in any contractor's bid for a portion of the work directly from the supplier of such materials or equipment in order to achieve sales tax savings. Direct purchase language should be included in the solicitation documents if it may be The contractor shall submit to the City a list of materials and equipment appropriate for consideration by owner as direct purchase materials. If the City elects to purchase any direct purchase materials, the contractor shall promptly furnish to the City, at least seven days prior to the date such direct purchase materials must be ordered, awritten cost estimate to purchase the approved direct purchase materials. Upon the City'sreceipt of the estimate and supporting materials, the City will review the same and, if approved, issue a certificate of entitlement along withap purchase order directly to the supplier oft the applicable direct purchase material, with delivery to1 the project  applicable to the project.  34.2.  site. A deductive change order willl bei issued to the project to account for direct purchases.  43  City of Mexico Beach- Purchasing & Procurement Policy Manual    35. APPENDIX A: FORMS  Capital Improvements Project Bid Form Combined Notice of Award & Notice to Proceed Bid Tabulation Template Bid Scoring Qualitative Form Bond Form Change Order Form Certificate of Substantial Completion Addendum Acknowledgement  36. APPENDIX B: FEDERAL CONTRACT REQUIREMENTS  37. APPENDIX C: INSURANCE REQUIREMENTS  44  City of Mexico Beach-P Purchasing & Procurement Policy Manual    MEXICOBEACH O*IPA  Mexico Beach Procurement Policy reviewed and adopted on the 14th day of May, 2024 by the City  Council oft the City of Mexico Beach.  Mayor, Richard Wolff  City Administrator, Chris Hubbard  City Clerk, Tammy Brunson    MEXICOBEACH  0-81D-A  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form  Meeting Date: May 14, 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Consent Regular Closed Agenda Agenda Session  Yes R No  PRESENIERINPORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Consideration of the Responses to the Legal Services FRP  Attachment(s): Legal Services RFP Scoresheet  Brief Summary:  InN March, the previous City Attorney informed the Council that he would not be returning after the end of his contract; the Council appointed Tim Sloan as the interim attorney until a permanent attorney could be hired and extended the bid  opening date by 30 days. Action Requested:  Select a permanent City Attorney or other course of action at the discretion of the City Council.  ISSUE OVERVIEW  Background Information & Issue Summary:  The City received four proposals: Timothy, J. Sloan P.A., Blankenship Jordan P.A., David Carrie LLC, and Nabors Giblin &N Nickerson P.A. Nabors Giblin & Nickerson is based in Tallahassee while David Carrie is from New York, leaving only two local candidates, Timothy Sloan and Michelle Blankenship Jordan. The combined scoresheet for those submiting  proposals is attached. Financial Impacts:  Varies depending upon the attorney/firm. Staff RecommerdationsCommens  Select a permanent City Attorney or other course of action at the discretion of the City Council.    o -  5  3 3  5 3 W  5  6  5  6  6  a  5 5O 3 L  -    MEXICOBEACH  RP:A  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAITEM#  Agenda Abstract Form Meeting Date: May 14,2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Regular Agenda Closed Session  PRESENTERINFORMATION CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Consideration of the Responses to the Curbside Debris Removal FRP  Attachment(s):  Curbside Debris Removal RFP Scoresheet  Brief Summary:  The contract expired with the previous company responsible for removing the curbside debris and the City advertised an RFP for this service. Only two companies responded: KK: Storm and' Waste Pro. Waste Pro submitted aj proposal based on billing per residential property while KK Storm submitted a proposal based upon cost per cubic yard. Based upon these billing methods, Waste Pro's annual cost would be approximately $107,640.00 ($5.98x1 1500x12-$107,640), while KK Storm's annual cost would be approximately $53,840.70 61377x3910-5384070, The combined bid  tabulation score sheet is attached. Action Requested:  Select a company for removal of curbside debris in the City.  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts:  Cost varies depending upon contractor selected. Staff ecommendaton.Commens projected annual costs.  Based upon staff calculations, recommend choosing KK Storm as the curbside debris removal contractor due to    -  9  B    N    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form Meeting Date: May 14, 2024 Department: City Administrator Public Hearing: Date ofF Public Hearing:  Yes R No  Agenda Consent Regular Agenda Closed Session  RESENERINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED  Subject:  Consideration of the Responses to the Disaster Debris Removal/Disposal RFP  Attachment(s): None.  Brief Summary:  The contract expired with the previous company responsible for removing the disaster debris and the City advertised an RFP for this service. Five companies responded: Aftermath, DRC Emergency Services, KK Storm, Looks Great  Services, and Grubbs Emergency Services.  Action Requested:  Select a company for disaster debris removal and disposal.  ISSUE OVERVIEW  Background Information & Issue Summary: Please see "Brief Summary" above. Financial Impacts:  Cost varies depending upon contractor selected. Staff ecommencatonsComments Select a company for disaster debris removal and disposal    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: May 14, 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  RESENTERINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Consideration of the Responses for the 7th Street Restroom Project  Attachment(s):  Bid Tabulation Sheet dated April 22, 2024 Bid Tabulation Sheet dated December 6, 2022  Brief Summary:  After rejecting the bids opened on December 6, 20221 for the 7th Street Restroom project, the City readvertised the project  and opened the bids on April 22, 2024. The bid tabulation sheets are attached.  Action Requested:  Reject the most recent bids (opened on April 22, 2024) due to the high costs. Direct Dina Bautista, AtkinsRealis, to approach FEMA regarding the rejection of thet two bid results and request the City be allowed to "sole source" this project  using a prefabricated, concrete restroom building. Background Information & Issue Summary:  ISSUE OVERVIEW  After rejecting the bids opened on December 6, 20221 fort the 7th Street Restroom project, the City readvertised the project  and opened the bids on April 22, 2024. The bid tabulation sheets are attached.  Financial Impacts: None at this time.  Staff RecommerdaionsCommens  Reject the most recent bids (opened on April 22, 2024) due to the high costs. Direct Dina Bautista, AtkinsRealis, to approach FEMA regarding the rejection of the twol bid results and request the City be allowed to "sole source" this project  using a prefabricated, concrete restroom building.    L  D  L  D  D  D  Ds D DE  D  4  8  -  -    D  D  D  D  Ost 0 2  4  D  D  D  D  a  -  1 1    MEXICOBEACH - 0D-A  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form Meeting Date: May 14,2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  RESENIERINFORMATION CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Consideration to Give the Bay County Sheriff's Office $67,000 in Law Enforcement Impact Fees Screenshot of the City's bank accounts showing the balance in the Law Enforcement Impact Fee fund  Attachment(s):  Brief Summary: Mexico Beach Action Requested:  The City currently has $67,794.02i in Law Enforcement Impact Fee funds which we can not spend at this time. Sheriff Ford has contacted the City and informed us that the funds are needed for a new vehicle for the part-time Deputy in  Give the BCSO$67, ,000 in Law Enforcement Impact Fees for the purchase of a vehicle.  ISSUE OVERVIEW  Background Information & Issue Summary:  The City currently has $67,794.02 in Law Enforcement Impact Feei funds which we can not spend att this time. Sheriff Ford has contacted the City and informed us that the funds are needed for a new vehicle for the part-time Deputy in Mexico Beach. Without the use of these impact fees for a new vehicle, Mexico Beach may see an increase in the FY24-  25 contract amount to cover a new vehicle for the part-time Deputy. We give $67, ,000 in Law Enforcement Impact Fees to the BCSO.  Financial Impacts:  Staff ecompercstonsCommens  Give the BCSO$67,000 in Law Enforcement Impact Fees for the purchase of a vehicle.    Police Impact Fees  Account Number  as of 05/12/2024  Ledger Balance Collected Balance Available Balance Last Statement Date  $67,794.02 $67,794.02 $67,794.02 04/30/2024    MEXICOBEACH O8DA  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form  Meeting! Date: May 14,2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  RESENIERINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED  Subject:  Consideration to Purchase Two New Pickup Trucks Florida Sheriffs Association Quote for two trucks Vehicle List highlighting the two vehicles to be replaced  Attachment(s):  Brief Summary:  The Public Works and Utility Department is currently using several vehicles which arei in' "fair" condition and have severe maintenance problems, some of which are considered unsafe. The City Administrator is proposing to replace two of  those vehicles with cash on hand and budget for additional vehicles in the next fiscal year.  Action Requested:  Approve the purchase of the two trucks shown in the Florida Sheriffs Association quote with at total price of $76,260. Approve the required budget amendments to purchase one truck for the Utility Department out of the Sewer Capital Replacement account and one truck from "prior year surplus" (reserves) for the Public Works Department.  ISSUE OVERVIEW  Background Information & Issue Summary:  The Public Works and Utility Department is currently using several vehicles which are in "fair" condition and have severe maintenance problems, some of which are considered unsafe. The City Administrator is proposing to replace two of  those vehicles with cash on hand and budget for additional vehicles in the next fiscal year.  Financial Impacts:  Spending $38,136 from the Sewer Capital Replacement Fund" and $38,260 from prior year surplus. Approve the expenditure and budget amendments to purchase two trucks for $76,260.  Staff ecommercionsCommens    MEXICO BEACH  Specification# Unit Description F1SOREGCAB4X  163 F1L  GARBER  -R SALES  Jecp  Preparedfor: 4/16/2024 MEXICO BEACH ATTN: GLENNI DAVIS 850.227.4748 GDAVISOMEXICOBEACHFLGOV PKG03814  Preparedby Garber Ford, Inc. Todd Brandt (904): 264-2442e ext-2348 FAX: (904): 284-0054 3380 Hwy 170 Green Cove Springs, FL 32043 Banteoaterademstcom  Florida Sjerjiis Assoclatony  Prices arep published byt the Florida Sheriffs Association www.fisherlfs.or) Purchasing contract numberi is FSA23-VEL31.01 Pursuit Administrative & Other Vehicles, expiring September 30th, 2024. Ifyoul have any questions regarding this quotep please  calll  NORTHERNZONE $40,825.00 ($5,169.50) $0.00 $1,259.30 $0.00 $0.00 $0.00 $308.70 $289.10 $156.80 $460.60 $0.00 $6.00 $0.00 38,136.00 X2 $76,260.00  F1L Codes 101A 99P 44G YZ AS 53B T7C 413 XL9 TTAG DEL  2024 Ford F-150 XL Reg Cab 4X4, F1L  Unit Price (5,275.00) 0.00 1,285.00 0.00 0.00 0.00 315.00 295.00 160.00 470.00 6.00 Included  OEMDiscount NetPrice 2.00% 105.50 0.00 (25.70). 0.00 0.00 0.00 (6.30) (5.90) (3.20) (9.40) 0.00  Optionale Equipment Equipment Group1 101A Standard 2.7LE ECOBOOSTY V6ENGINE Transmission: Electronic 10-SpeedA Automatic Oxford White Black w/Medium Dark Slate, Vinyl4 40/20/40 Front Seat Classl IVT Trailer Hitch Receiver L265/0RI7CATTIRES SKID PLATES 3.55 ELECTRONICI LOCKINGI REARA AXLE  F1E/101A 2023 Ford F-150XL 4WDI Reg Cab (Model Year Credit)  TEMPT TAG Delivery  TOTAL PURCHASE AMOUNTPER VEHICLE  TOTAL        MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form Meeting Date: May 14,2024 Department: City Administrator Public Hearing: Date ofF Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  RESENERINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED "Under the Palms Park". Attachment(s):  Subject:  Consideration to Purchase Two Restrooms, a Pole Barn, and Complete the Required Site Work for Installation in  Spec and Price Sheet for both the Cortez and Denali models of CXT prefabricated, concrete restrooms  Invoice for recent pole barn installed in Under the Palms Park Invoice for recent concrete padi for the pole barn in Under the Palms Park Screenshot showing the funds available in the Building Replacement Fund  Brief Summary:  The restrooms at Under the Palms Park were torn down after Hurricane Michael and FEMA funds for restroom replacement in Under the Palms and Parker Park have been spent, leaving the City responsible for these costs. The purchase and installation oft the two restrooms and pole barn would effectively complete the plans for Under the Palms Park and provide our residents and visitors high quality, sustainable restrooms at approximately 40% the cost of recent  bid proposals. The funds will be taken from the' Building Replacement Fund" account  Action Requested:  Approve the purchase oft two restrooms, a pole barn, and material for the required site work fori installation  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts: None at this time.  Staff Fecommerdalons.Commens  Approve the purchase oft two restrooms, a pole barn, and material for the required site work for installation    CORTEZ - 10'3"X17  CT 800.696.5766 cxtinc.com  Cortez with chase has twos single user fully accessible flush restrooms. Standardfeatures include simulated barnwood textured walls, simulated cedor shake textured roof, vitreous china fixtures, interior and exterior lights, off looded, and set up at site. Restroom'565.718.00 Qty: =$0.00 Concession* $76,194.00 Qty: $ $0.00 *Includes 4-gallon water heater. AddedCostOptions Final Connection to Utilities (per section) Optional Roof Texture (per section) Insulation and Heaters (per section) Stainless Steel Water Closet (each) Stainless Steell Lovatory (eoch) Electric Hand Dryer (each) Electronic Flush Volve (each) Electronic Lavatory Foucet (each) Paper Towel Dispenser (each) Toilet Seat Cover Dispenser (each) Sanitary Napkin Disposal Receptacle (each) Baby Changing Toble (each) Skylight in Restroom (each) Marine Grade Skylighti in Restroom (each) 2K Anti-Groffiti Coating (per section) Optional Door Closure (each)  *Base Price $ 65,718.00  OptionaSections  Shower'$79479.00 Qty: =$0.00 Storage $60,840.00 Qty: =$0.00 Total for Optional Sections $  Fomily Assist Shower/Restroom Combo'976880000ty =$0.00  0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00  Priceper Clickto unit $ 5,000.00 $ 5,500.00 $ 19,500.00 $ 1,750.00 $ 1,500.00 $ 700.00 $ 1,500.00 $ 1,500.00 $ 350.00 $ 350.00 $ 100.00 $ 750.00 $ 1,600.00 $ 2,450.00 $ 2,350.00 $ 5,600.00 $ 4,000.00 $ 700.00 $ 3,300.00 $ 1,350.00 $ 1,200.00 Total for Added Cost Options: $ Engineering and! State Fees: $  select  Optional Wall Texture (per section)- choose one Split Facel Block ($5,500) OStone ($7,000) Reset Walll Texture  Ribbed Metal  Oty: Qty: Qty: Oty: Qty: Oty: Qty: Qty: Oty: Oty: Qty: Qty: Oty: Qty: Qty: Qty:  Marine Package (excluding fiberglass doors and frames) (per section) Exterior Mounted, ADAI Drinking Fountain w/Cone Skirt (each) Fiberglass Entry and Chase Doors and Frames (each) Timed Electric Lock System (2 doors- does not include chase door) (each) Exterior Frostproof Hose Bib with Box (each)  Custom Options:  $  Estimoted One-Way' Transportation Costs to Site (quote): $  Estimated' Tax: $  Total Cost per Unit Placed at. Job Site: $ 65,718.00 Disclaimer: Please call to confirm selected: sections are compatible. laccept this quote. Please process this order.  Estimated monthly payment on! 5y year lease $1,320.93 This price quote is good for 60 days from date below, andi is  Sourcewells E Company Name  accurate and complete.  CXT Sales Representotive  Date  Company Representative  Date    DENAI-103X172  CT 800.696.5766 cxtinc.com  Denali with chase has two single user fully accessible flush restrooms. Standard features include simulated board and batt upper and Napo Valley rock lower textured walls, simulated cedor shake textured roof, vitreous china fixtures, interior and exterior lights, off  e d  loaded, and set up ot site. OptionalSections Restroom* $86,553.00 Oty: $ $0.00 Concession* $95,922.00 Qty: *Includes 4-gallon water heater. Added CostOptions Final Connectioni to Utilities (per section) Custom! Wall Texture (per section) Optional Roof Texture (per section) DRibbed Metal Insulation and Heaters (per section) Stainless Steel Water Closet (each) Stainless Steell Lavatory (each) Electric Hand Dryer (each) Electronic Flush Volve (each) Electronic Lavatory Foucet (each) Paper Towel Dispenser (each) Toilet Seat Cover Dispenser (each) Sanitary Napkin Disposal Receptacle (each) Boby Changing Table (each) Skylight in Restroom (each) Marine Grade Skylight in Restroom (each) 2KA Anti-Graffiti Coating (per section) Optional Door Closure (each)  *Basel Price $ 86,553.00  Shower* $100,305.00 Oty: Storage $82,764.00 Oty:  $0.00 $0.00  Family Assist Shower/Restroom Combo* $97,020.00 Qty: - $0.00  $0.00  Total for Optional Sections $ Priceper Clickto unit $ 5,000.00 7,000.00 $ 5,500.00 $ 19,500.00 $ 1,750.00 $ 1,500.00 $ 700.00 $ 1,500.00 $ 1,500.00 $ 350.00 $ 350.00 $ 100.00 $ 750.00 $ 1,600.00 $ 2,450.00 $ 2,350.00 $ 5,600.00 $ 4,000.00 $ 700.00 $ 3,300.00 $ 1,350.00 $ 1,200.00 Total for Added Cost Options: $ Engineering and Stote Fees: $  0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00  select  Qty: Oty: Qty: Oty: Qty: Oty: Oty: Qty: Qty: Qty: Qty: Oty: Oty: Oty: Qty: Qty:  Marine Package (excluding fiberglass doors, frames andi front window frames) (per section)  Exterior Mounted. ADAI Drinking Fountain w/Cone! Skirt (each) Fiberglass Entry and Chase Doors and Frames (each) Exterior Frostproof Hose Biby with Box (each)  Timed Electric Lock! System (2 doors- does not include chase door) (each)  Custom Options:  $  Estimated One-Way Tronsportotion Costst to Site (quote): $  Estimated Tax: $  Total Cost per Unit Placed at. Job Site: $ 86,553.00 Disclaimer: Please call toc confirm: selected: sections are compatible. laccept this quote. Please process this order.  Estimated: monthly payment on! 5) year lease $1,739.72 This price quote is good for 60 days from dote below, andi is  SourcewellEa Company Name  accurate and complete.  CXT Sales Representative  Date  Company Representative  Date        jai    MEXICOBEACH  0-x1-P.A  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAI ITEM#  Agenda Abstract Form & Meeting Date: May 14, 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Agenda Regular Closed Session  PRESENIEINFORMATION CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Consideration to Advertise for Engineering Services for Design and Permitting on the Pier Extension  Attachment(s): None  Brief Summary:  The Cityl lost the Mexico Beach Pier due to Hurricane Michael and, five years later, is still going through the design and permitting phase to have it replaced. Once completed, FEMA is only going to pay to replace the length of the original pier (approximately 854 feet). Due to the amount oft time required for engineringpermiting on the pier, iti is important to begin the required engineering and permitting now, ift the City wishes to extend the pier beyond the length paid for by FEMA. The goal would be to complete the engineringperiting SO we could move from construction oft the FEMA phase and move directly into construction of the City-funded phase. Engineering design and permitting will be paid for through Parks and Recreation impact fees. Completing the engineering design and permitting now will assist the Cityi in  receiving State appropriations and grants for future construction.  Action Requested:  Approve advertising for engineering services for design and permitting on the pier extension  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts: None at this time.  Staff ecommerdaronscommens  Approve advertising for engineering services for design and permitting on the pier extension    MEXICOBEACH : 0 P:A  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDAN ITEM#  Agenda Abstract Form Meeting Date: May 14,2 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Regular Agenda Closed Session  PRESENIERINPOAMAION CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED  Subject:  Consideration to Approve the Engineering Proposal from Anchor CEI for Design/Build Services for a 60'x x40'  Steel Building Warehouse for the Utility Department  Attachment(s):  Engineering Proposal from Anchor CEI for Design/Build Services Quote from Intrepid Building Systems for a 60'x4 40' Steel Building  Brief Summary:  The Utility Department has never had a warehouse to store material and equipment which has prevented the City from purchasing material in bulk at al lower price and storing it until needed; this has also caused unnecessary damage and loss of materiallequipment due to the sun and bad weather. With the growth being experienced by the City, a steel building for a warehouse (matching the Public Works building in design and appearance) would allow the Utility Department toj purchase in bulk, store material and equipment indoors, and save the City money over time while also ensuring we have the materials on hand to provide more responsive service to our residents and property owners. The funds for the engineering services and construction will come from Water and Sewer Impact Fees with the Sewer Department paying 75% oft the costs with the remaining 25% coming from the Water Department.  Action Requested:  Approve the Engineering Proposal from Anchor CEI for design/build services for a warehouse for the Utility Department  and the required budget amendment ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts:  The expenditure of $26,345 from Sewer and Water Impact Fees  Staff ecommerotonsCommens and the required budget amendment  Approve the Engineering Proposal from Anchor CEI for design/build services for a warehouse for the Utility Department     F  P.850.215.1285 F. 850.215.1286 450 Magnolia Avenue Panama City, FL3 32401  May 7, 2024 Mr. Chris Hubbard City Administrator City of Mexico Beach 201 Paradise Path Mexico Beach, Florida 32456  Sent via email to: hubbard@mexicobeachf.gov  RE: MEXICO BEACH METAL BUILDING DESIGN-BUILD PROJECT  PROFESSIONAL CONCEPTUAL DESIGN, BIDDING AND PROCUREMENT, AND DESIGN REVEWICONSTRUCTON ADMINISTRATION/NSPECTION  SERVICES Dear Mr. Hubbard:  Anchor Consulting Engineering, and Inspection, Inc. (Anchor) is pleased top provide you (CLIENT) with a proposal for conceptual design, biddingprocurement, design review, construction administration and inspection services for the metal building to be constructed at 1113 22nd St (Parcel No. 04138-000-000) located in Mexico Beach, Florida. This building will be utilized by the CLIENT as additional space for the Public' Works Maintenance Yard. Iti is Anchor's understanding that this will be a design-Duilding project and the City will procure a Contract who will provide design-building services. Anchor's involvement will be the conceptual design, bidding and procurement, and construction adminsratonmspecion services portion oft the work. Based on our knowledge of data received from you for the property and our experience with local development regulations, we offer the following scope of services for your consideration.  SCOPE OF SERVICES  Anchor's scope of services for this phase will be as follows: Task A. Conceptual Design Development  Anchor will prepare a conceptual site plan that will show the approximate location oft the proposed building as well as other existing site features such as building, stormwater ponds, parking, etc. This conceptual design will be provided for the selected Contractor to utilize during design. Anchor will assist the City in the following bidding and procurement tasks:  Task B. Bidding and Procurement Developing a cost estimate. that may be required.  Assisting in advertising the Bid with Panama City News Herald or any other publication  Prepare conceptual site plan for City use during bidding phase. Responding to Requests for Information from Bidders.  ww.anchoreicom    1113 22ND STREET METAL BUILDING PARCEL IDA NO. 04138-000-000  PROFESSIONAL CONCEPTUAL DESIGN, BIDDING. AND PROCUREMENT, DESIGN REVIEWAND CONSTRUCTION. ADMINISTRATIONINSPECTION SERVICES  May7,2 2024  Issuing addenda, as necessary. Reviewing bids received. and the awarded Contractor. project which will include:  Attending Bid Opening at the City Council Meeting.  Preparing Recommendation of Award for City Council approval. Task C. = Design Review/Construction Adminsratoninspecion  Preparing and coordinating the execution of the Contract Documents between the City Anchor will provide administration and inspection services throughout the duration of the  * * * *  Review Contractor's construction documents, such as plans and specifications, during the design phase to ensure they meet the City's project requirements. Create and certify design-build package as required by Florida statute. Coordination between the selected Contractor and the City through the design and Periodic inspection to include daily inspection reports and photos during construction to ensure the selected Contractor constructs in accordance with the Submittal of the Certificate of Completion forms (if required) to regulatory agencies  construction phases of the project.  Civil drawings. and the City.  &  PROFESSIONAL SERVICES FEES  The services listed above shall be performed for a not-to-exceed amount of $26,345.00. A cost  breakdown for each associated task is as follows:  Task A Task B Task C  Conceptual Design Development Bidding and Procurement  $2,215.00 $3,040.00 $21,090.00 $26,345.00  Design Revlew/Construction Acminstatonimepecion  Grand Total  ADDITIONAL SERVICES  Services may be required that exceed or are not listed in the scope of services outlined above. Those tasks will only be undertaken with prior authorization as an amendment to this contract.  Additional services include but are not limited to:  *  Final Design Drawings (civil, architectural, structural, mechanical, electrical, plumbing, structural, fire protection, data, communications, security, etc.)- TO BE PROVIDED BY  DESIGN-BUILD CONTRACTOR.  2024-05-061 Mexico Beach Metal Bldg Design-Build  Page/2    1113 22ND STREET METAL BUILDING PARCEL ID NO. 04138-000-000  PROFESSIONAL CONCEPTUAL DESIGN, BIDDING. AND PROCUREMENT, DESIGN REVIEW, AND CONSTRUCTION ADMINISTRATIONINSPECTION SERVICES  May 7, 2024  FDOT Drainage Connection Permit and FDOT Utility Connection Permit - not anticipated  for this project.  Wetland delineation and mitigation = not anticipated for this project.  Landscaping and irrigation plans Site lighting, electrical, or internet/data design. Site signage design/coordination. Off-site infrastructure design and improvements. FEMA Flood Zone Amendments, Revisions or Modifications. Sewage pump station design - none are anticipated.  * * * *  As-built surveys, etc. REIMBURSABLE EXPENSES  The following reimbursable expenses are to be recovered by Anchor at cost: Prints, Copies,  Courier Services, Certified Mail, Permits Application Fees, etc.  ATTACHMENTS  Ift the conditions of this scope of services are satisfactory, please execute the attached Professional Services Contract(Exhibit: A) between CLIENT and Anchor and return it to us as We appreciate your consideration of Anchor and look forward to providing you with prompt professional services for this important development. Should there be any questions or need for any additional information, please feel free to e-mail me at moore@ancnorce.om  our notice to proceed for this important project.  Sincerely,  Anchor Consulting Engineering and Inspection, Inc.  Elizabeth S. Moore, P.E. President Attachments  Copy: Ms. Brittany Trumbull, P.E., Vice President, Anchor (via e-mail at rumbuldenchore.com, Ms. Emily Thomasee, Project Manager, (via e-mail @ homsedanctoceicom, Ms. Mandy O'Regan, Anchor (via e-mail at moregen@anchorceicom,  2024-05-06N Mexico Beach MetalE Bldg Design- Build  Page/3    ATTACHMENT A COMBINED TASK ORDER AND NOTICE TO PROCEED TASK ORDER NO. 1328.001  Reference is made tot that certain AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES between the CITY OF MEXICO BEACH and ANCHOR CONSULTING ENGINEERING AND INSPECTION, INC. (ENGINEER OF RECORD) dated January 23, 2024, (the "Agreement"), the terms, conditions and definitions of which are incorporated Pursuant tot the. Agreement, Consultant agrees to perform the specific tasks set forth upon incorporated proposal letter dated May 07,2024 relating to the project known as Mexico Beach Metal Building Design-Build Conceptual Design, Bidding & Procurement, Consultant's total compensation shall be a stipulated lump sum of $26,345.00. Work shall begin immediately upon receipt of the executed Task Order/Notice to Proceed. There are no additional rights and obligations related to this Task Order other than as Upon execution of this task order by both the ENGINEER OF RECORD and the City Of Parties have caused these presents to be executed in their names on the date shown.  herein as if set forth in full.  Design Review, and Construction Adminstatonlnspecten.  specified in the Agreement.  Mexico Beach, ENGINEER OF RECORD is directed to proceed.  ANCHOR CONSULTING ENGINEERING AND INSPECTION, Inc.  Elizabeth S. Moore, P.E., President  Date  CITY OF MEXICO BEACH, FLORIDA  Chris Hubbard, City Administrator  Date  2024-05-06_MB Metal Building Design-Build Project  1of1    INTREPID BUILDING SYSTEMS, LLC  P.O. BOX8 89 CHULA, GA 31733 (229)382-8957 Fax 229)382-8959 PROPOSAL,  Proposal Submitted To: City of Mexico Beach Job Name:  Date:04/19/2024  Address:  Job Location: Mexico Beach, FL  Phone:  Fax #/ e-mail:  We hereby propose to furnish the materials and perform the labor necessary for the completion of the following:  60'x40', x 20': Width 60' Length 40' Eave height 20' Roof pitch 1/12 26ga. Galvalume roof 26ga. Color walls One 14'x14' Roll-up door with chain hoist One 3070 steel entry door 3"R-10 insulation roof and walls Installation included  $67,700.00  Any alteration or deviation from above specifications involving extra costs will be executed only upon written order, and will become an extra charge overand above the estimate. All agreements contingent upon strikes, accidents, or delays beyond our control.  Respetfullysubmited.  ACCEPTANCE OF PROPOSAL  The above prices, specificationsand conditions are satisfactory and are hereby accepted. You are authorized to do the  work as specified. Payments willl be made as outlined above.  Signature_ Signature  Date    -  35  88888888585 : EEEEEEREREET #BB#EBB#BE##ERE AEEREEREREEEES  hnlin :r    MEXICOBEACH 0A  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: May 14,2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Regular Agenda Closed Session  RESENIERINFORMATON CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Discussion Regarding the Purchase of Water Meters and an Upgraded Meter eadingMonitoring System  Attachment(s):  Screenshot showing thel balance in the Water Department "Capital Replacement. Account"  Brief Summary:  The City has a large number of malfunctioning water meters which require rereads every month (an average of over 315 each month over the last six months) and these meters need to be replaced. Due to the large number of meters needing tol be replaced, we are proposing to upgrade the system to a' "fixed" radio read system (compared to our current "drive by" radio read system). The upgraded system will allow the City to monitor water usage at all times, be notified immediately of suspected water leaks, and provide utility customers the ability to access their water usage and set up leak alerts through their 'Customer Access Portal". Furthermore, the system-once completely installed-will cut future labor costs while allowing current employees tot focus on maintenance, repairs, and customer issues. Funding will come from the  Water Department "Capital Replacement. Account".  Action Requested:  None att this time. Will be presented for Council decision at the May 28th meeting.  ISSUE OVERVIEW: Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts: None att this time.  Staff ecommerdtonscommens  None att this time. Will be presented for Council decision at the May 28th meeting.    8888 -  38888888585 99595 95 8888989 BBBBEBEBBBEBERE 8EEREEEERS  illuhmli  PFFRE    MEXICOBEACH  CITY OF MEXICO BEACH CITY COUNCIL  For Clerk's Use Only AGENDA ITEM#  Agenda Abstract Form Meeting Date: May 14, 2024 Department: City Administrator Public Hearing: Date of Public Hearing:  Yes R No  Agenda Consent Regular Agenda Closed Session  RESENIERINPORMAION CONTACT: Chris Hubbard, City Administrator  ITEM TO BE CONSIDERED Subject:  Discussion Regarding the Purchase of an upgraded Sewer Lift Station Alarm Monitoring System  Attachment(s):  Screenshot showing the balance in the Sewer Department "Capital Replacement Account"  Brief Summary:  The City has a experienced issues with several oft the sewer lift stations where there is a problem but the alarm notification system is not notifying City Utility Department personnel--most recently, this occurred at the City's main lift station, MX-1, causing the lifts station to overflow and a small amount of wastewater enter the canal system. Investigating this issue, shows that some of our alarm monitoring systems are from DataFlow while the remainder are from Hawk; the Hawk notification systems have difficulty operating with the Hawk systems and creating the problem. Further compounding the issuei is the fact that, for unknown reasons, Hawk has become unresponsive in responding to the City's requests for assistance and repairs. Due tot this, we are proposing to replace the Hawk systems with DataFlow systems and upgrade the existing older model DataFlow systems so the system is uniform and, more importantly, has the technological and operational upgrades to allow us to provide better safety for our residents and visitors. Funding will  come from the Sewer Department "Capital Replacement Account".  Action Requested:  None at this time. Willl be presented for Council decision at the May 28th meeting.  ISSUE OVERVIEW Background Information & Issue Summary: See "Brief Summary" above. Financial Impacts: None at this time.  Staff ecommerdaionsComments  None at this time. Willl be presented for Council decision att the May 28th meeting.    / 3 V)  ESEEEEEE 95889  333  uislliil    Mexico Beach Monthly Financial Report- April 2024  REVENUES: Taxes Ad Valorem Taxes Franchise Fees Utility Taxes Communication: Services Tax Sales Tax Gas Tax State Revenue Sharing Licenses & Permits Fines & Forfeitures Interest Income Other Governmental Revenue Charges for Services Miscellaneous Revenue/Other Sources Totals: EXPENDITURES Elected Officials City Administrator City Clerk Legal Development: Services General Government Police Fire Code Enforcement General Maintenance Roads & Streets Canal Vehicle Maintenance Parks & Recreation Debt Service TOTAL EXPENDITURES  General Fund Budgeted Current Month  YTDReceived  %Received  Received 159,439 $ 3,446,453 93.70% 43,626 $ 127,447 113.21% $ 74,374 75.34% 7,193 $ 17,464 65.21% > 45,719 $ 126,170 75.82% 12,297 $ 185,846 231.31% $ 19,927 9.72% 15,493 $ 80,875 33.33% 322 $ 2,524 19.11% 66,165 $ 319,009 155.61% 10,625 $ 320,619 55.62% $ 4,871 $ 41,419 85.28% 6,571 $ 231,485 58.09% $ 372,321 $ 4,993,612 87.38% Current Month YTDE Expenditures %Remaining Expenditures $ 4,556 $ 33,047 48.36% $ 17,898 $ 105,975 33.11% $ 11,317 $ 63,739 61.62% $ 163 $ 66,780 68.65% $ 9,200 95.93% $ 55,118 $ 254,354 40.34% 84,759 $ 593,312 36.76% 159,719 $ 941,077 30.27% 8,445 $ 46,350 47.049 17,549 $ 96,440 72.29% 30,311 $ 157,297 71.60% 19,322 $ 113,306 62.66% 12,520 $ 67,253 54.12% 168,818 $ 357,334 590,495 2,905,464 49.16% Current Month YTDF Revenue %Collected Revenue $ 226,857 $ 1,005,497 53.41% Current Month YTDExpenditures %Remaining Expenditures 63,952 352,398 81.28% Current Month YTDRevenue %Collected Revenue $ 197,261 $ 879,449 72.29% Current Month YTDExpenditures %Remaining Expenditures > 77,611 506,524 58.37% Current Month %Collected Revenue $ 118,316 70.95% Current Month YTDExpenditures %Remaining Expenditures $ 49,367 58.16%  3,678,312 112,580 97,396 26,780 $ 166,400 80,000 $ 205,080 $ 242,640 13,206 205,000 576,450 $ 48,567 $ 398,496 $ 5,714,507 Budgeted $ $  63,995 158,426 166,074 213,000 225,888 426,302 938,263 1,351,490 87,527 348,027 553,787 303,433 146,575 339,367 392,353 5,714,507  Budgeted Revenue $  Sewer Department  1,882,626  Budgeted Revenue $  Water Department  1,216,629  Budgeted Revenue $  YTDRevenue $ 457,243 $ 269,601  Sanitation Department  644,418    BEACH  201 Paradise Path Mexico Beach, Florida 32456 PHONE: 850-648-5700 FAX:850-247-2702  May 9,2024  Invoice No:000050924  To: Florida Fish & Wildlife Conservation Commission Attn: Eli Myron, Biological Scientist IV  Division of Marine Fisheries Management - Artificial Reef Program  1875 Orange Ave East Tallahassee, FL 32311 Re: Grant Agreement FWC-23050  Please issue a check in the amount of $60,000.00 made payable to the City of Mexico Beach, FEID #59-1220917, for the completion of Grant #FWC-23050 for services  provided on April, 6, 2024 for reimbursement from FWC.  Amberjack Super Reef with Ecosystem (Walter Marine Invoice  1137) Ecosystem Reef (Walter Marine Invoice 1137) Florida Limestone Artificial Reef (Walter Marine Invoice 1137)  8316300.0535900.00 7852.,95.0316.65.00 35@52,492.40 cach-387,234.00  Subtotal Less match Total Reimbursement Due  $136,999.00 $76,999.00 $60,000.00  Should you have any questions regarding this invoice, please feel free to contact me at your  convenience atCity Hall at (850)648-5700. pamB Tammy Brunson, City Clerk City of Mexico Beach  Respectfully,  Please Remit payment to: City ofl Mexico Beach Attn: Tammy Brunson 201 Paradise Path Mexico Beach, FL. 32456  wwamexicobeachgoycom