File #: Item # 2019-43    Version: 1 Name:
Type: Ordinance Status: Second Reading
File created: 2/14/2019 In control: Town Council
On agenda: 4/17/2019 Final action: 4/17/2019
Title: AN ORDINANCE OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, AMENDING SECTION 24-43 OF THE TOWN CODE, "PURCHASES OF MORE THAN $5,000.00 BUT LESS THAN $25,000.00;" PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICT; PROVIDING FOR INCLUSION IN THE CODE; AND PROVIDING FOR AN EFFECTIVE DATE. (*previously deferred per March 20, 2019 Regular Town Council Meeting to date certain April 17, 2019 Regular Town Council Meeting)
Sponsors: Sue Ellen Loyzelle
Attachments: 1. Council Memo-2nd Reading-Amending Section 24-43 Purchasing Guidelines, 2. Council Memo-2nd Reading-Attachment A-Advertisement, 3. Ordinance-2nd Reading-Amending Section 24-43 Purchasing Guidelines, 4. Council Memo-1st Reading-Amending Section 24-43 Purchasing Guidelines, 5. Ordinance-1st Reading-Amending Section 24-43 Purchasing Guidelines

 

 

 

 

M E M O R A N D U M

 

To:                                          Honorable Mayor and Town Council

 

From:                                          Sue Ellen Loyzelle, Vice Mayor

 

Date:                                          April 17, 2019

 

Re:                 Amending Section 24-43 of the Town Code Purchasing Guidelines

(Second Reading) *previously deferred per March 20, 2019 Regular Town Council Meeting to date certain April 17, 2019 Regular Town Council Meeting

 

* Changes between 1st and 2nd reading are highlighted in yellow double

    strikethrough/ double underline

 

 

REQUEST

title

AN ORDINANCE OF THE MAYOR AND TOWN COUNCIL OF THE TOWN OF CUTLER BAY, FLORIDA, AMENDING SECTION 24-43 OF THE TOWN CODE, “PURCHASES OF MORE THAN $5,000.00 BUT LESS THAN $25,000.00;” PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICT; PROVIDING FOR INCLUSION IN THE CODE; AND PROVIDING FOR AN EFFECTIVE DATE. (*previously deferred per March 20, 2019 Regular Town Council Meeting to date certain April 17, 2019 Regular Town Council Meeting)

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BACKGROUND AND ANALYSIS

The Town of Cutler Bay maintains purchasing guidelines that are codified in Chapter 24 of the Town Code. Pursuant to Chapter 24, Article II, Section 24-43, the Town Manager is authorized to purchase or contract, without Town Council approval, for materials, supplies, equipment, improvements or services where the total amount expended is in excess of $5,000.00, but which is less than $25,000.00, provided that three (3) competitive quotations are obtained.

 

 

 

 

Section 24-66 of the Town Code identifies sole source availability as an exemption from the competitive formal bidding process, upon filing a written request by the Town Manager outlining the conditions and circumstances involved. I am requesting to amend Section 24-43 of the Town Code, to allow the Town Manager to request a waiver of the requirements of this section, of obtaining three (3) quotes. The Town Manager may waive the requirements of this section where the Town Manager has made a written recommendation that, based on specific circumstances, there is Sole-Source availability or it is impractical to comply with the requirements of this section for a specific purchase. The Town Manager will forward the written recommendation to the Town Attorney for confirmation.

 

 

RECOMMENDATION

It is recommended that the Town Council adopt the attached Ordinance amending Chapter 24, Article II, Section 24-43 of the Town Code, authorizing the Town Manager to waive the requirements of obtaining three (3) quotes when there is a sole source availability or it is impractical to comply with the requirements.

 

ATTACHMENTS

 

Ø                     Attachment “A” - Advertisement Miami Herald (dated April 7, 2019)