AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

More documents

Recommendations

Info

6.3 Pre-Bid ConferenceA pre-bid conference may be required for bids that are technical or complex. The conference isheld several days after the issuance of the solicitation. This intent is to exchange informationbetween the Authority and potential bidders at the same time to discuss details of the solicitation,including the scope, deliverables, and expectations. Potential bidders may use this to clarify anyinformation they may need to submit a responsive and responsible bid.A mandatory pre-bid conference may be required at the discretion of the Authority when deemedto be in the Authority’s best interest to do so. The User Department will justify the need for sucha requirement to the Purchasing and Warehouse Manager. Mandatory conferences are held toensure that potential vendors understand the complexity of the project or scope of service neededto provide the work herein. Mandatory conferences may however, hinder competition. If aspecification is written concisely, there should be very little need for a mandatory conference.All attendees at the conference are required to sign in with their names, firms they represent,telephone and fax numbers and email addresses. Questions are recorded. If attendance is notmandatory, the questions and their responses are distributed to all potential bidders. Addendawill be issued and distributed with all questions and answers to all registered bidders that havereceived the original bid solicitation.6.4 Bid OpeningsBids will be opened publicly and read aloud in the presence of at least two (2) Authorityemployees at the time, date, and place specified on the cover sheet. Bid results will be enteredon a bid tabulation form and distributed to all registered bidders that received the original bidsolicitation.6.5 Issuance of AddendaAn addendum is a revision or amendment to the bid documents. If an issue is raised at the prebidconference by a prospective bidder that requires a revision to the specification or solicitationdocuments, the revision is made in a written addendum. Verbal changes must not be made andinterpretations of a material consequence must not be made verbally to potential bidders. Anysuch prohibited verbal changes or interpretations will not be considered valid. The followingrequirements must be met for issuance of an addendum:A. The User Department or Project Manager shall submit to the Purchasing andWarehouse Department for review and approval all proposed addenda.21|Page
B. In no instance shall consultants working on behalf of the Authority issue anaddendum without the prior review and approval of the Purchasing andWarehouse Department.C. The Purchasing and Warehouse Department shall process the proposed addendapromptly upon receipt and distribute to all potential bidders.Prior to issuing an addendum, the Purchasing and Warehouse Department and the UserDepartment must consider the period of time remaining until bid opening. If additional time islikely to be required by the bidder, the addendum should extend the opening date for areasonable period of time to obtain the greatest level of competition and fairness to the potentialvendor.The bidders will be notified electronically within five (5) working days (unless otherwise stated)of the scheduled bid opening date and have a right to be present. Bidders must acknowledgereceipt of all addendums in their bid submittal at the designated time, date, and location. Bidsmay be rejected due to failure of vendors to acknowledge receipt of addendums. The Purchasingand Warehouse Manager, however, has discretion to not consider an addenda material to a bidprocess and may consider a bid responsive without an addenda acknowledgement.6.6 Bid Approval and AwardBids will be evaluated based on the criteria set forth in the bid. The Purchasing and WarehouseManager will review the bids received and make a recommendation to the RequestingDepartment. The Requesting Department will review the bids received considering thePurchasing and Warehouse Manager’s recommendation and either concur or consult with thePurchasing and Warehouse Manager to resolve differences.The Purchasing and Warehouse Manager will submit a Bid Approval Memo for the ExecutiveDirector’s approval if the total amount is less than $50,000. If over $50,000, the Purchasing andWarehouse Manager will prepare an Agenda Item Request to be submitted to the Board forapproval.A Notice of Award will be publicly advertised upon receipt of all prospective signatures. Thereis no mandatory or formal requirement to provide the Notice of Award to all unsuccessfulbidders, but total notification is a good business practice and a courtesy. Therefore, thePurchasing and Warehouse Department will seek to notify all unsuccessful bidders.6.7 Site Visits and InspectionsIt may be a requirement for bidders to inspect the proposed work location prior to bidding. TheUser Department will be available to direct bidders to the general work areas by appointment.Bidders are required to contact the Purchasing and Warehouse Department and set up a site visitfor each location listed; this information is provided in the bid documents.22|Page
Page 1 and 2: 951Martin Luther King Boulevard. Ki
Page 3 and 4: CATEGORY: PresentationPROCLAMATION
Page 5 and 6: 0.7B. APPROVAL OF JANITORIAL SERVIC
Page 7 and 8: The Board asked how the delinquent
Page 9 and 10: 7:03:01 PMSupervisor White seconded
Page 14 and 15: CATEGORY: ConsentAttachments: Resol
Page 16 and 17: FORWARDThis manual contains instruc
Page 18 and 19: 6.1 Requirements ..................
Page 20 and 21: 16.7 Procedures for Making and Payi
Page 22 and 23: 1.1 MissionTOHO WATER AUTHORITYPROC
Page 24 and 25: SECTION 2. CODE OF ETHICS AND CONDU
Page 26 and 27: a. The official or the official’s
Page 28 and 29: SECTION 3. RESPONSIBILITIES OF PURC
Page 30 and 31: D. Award1. Purchasing and Warehouse
Page 32 and 33: SECTION 4. PURCHASING PROCEDURES4.1
Page 34 and 35: Purchasing and Warehouse Department
Page 36 and 37: SECTION 5.METHOD OF SOURCE SELECTIO
Page 38 and 39: approval and should be noted in the
Page 40 and 41: Authority, hereinafter referred to
Page 44 and 45: The site visit may be conducted by
Page 46 and 47: 7.3 Pre-Proposal ConferenceRefer to
Page 48 and 49: proposal. If a proposal is determin
Page 50 and 51: strengths and weaknesses. A debrief
Page 52 and 53: must be coordinated with the Depart
Page 54 and 55: 10.1 Price ReasonablenessSECTION 10
Page 56 and 57: such person on behalf of a governme
Page 58 and 59: D. The Purchasing and Warehouse Dep
Page 60 and 61: agents, against any loss or damages
Page 62 and 63: The Accounting and Finance Departme
Page 64 and 65: Brand Name or Approved Equal: list
Page 66 and 67: 13.7 Detail of SpecificationsBids a
Page 68 and 69: It is the responsibility of the Pur
Page 70 and 71: SECTION 15. SURPLUS PROPERTY15.1 Pu
Page 72 and 73: the City of Kissimmee’s Purchasin
Page 74 and 75: 3. Environmental restoration and co
Page 76 and 77: E. To ensure that the Authority bea
Page 78 and 79: A. Review transactions with the car
Page 80 and 81: A. Purchasing cards will be issued
Page 82 and 83: Over the Counter/Internet Purchases
Page 84 and 85: Serious or repeated misuse of the P
Page 86 and 87: ProceduresC. A disputed item must b
Page 88 and 89: Items that are typically prohibited
Page 90 and 91: contracts require a written contrac
Page 92 and 93:
Purchasing and Warehouse Department
Page 94 and 95:
SECTION 18. PUBLIC NOTICES18.1 Purp
Page 96 and 97:
SECTION 20. WAREHOUSE PROCEDURES20.
Page 98 and 99:
Any Stock Requisition with items no
Page 100 and 101:
The Warehouse Clerk or Purchasing T
Page 102 and 103:
check the transaction records for p
Page 104 and 105:
20.9 SafetyIt is important each emp
Page 106 and 107:
B. A copy of a current Osceola Coun
Page 108 and 109:
SECTION 22. DEBARMENT OF BIDDERS22.
Page 110 and 111:
5. Respond to inquiries concerning
Page 112 and 113:
2. commission of a fraud or a crimi
Page 114 and 115:
E. The committee's decision shall b
Page 116 and 117:
SECTION 23. DEFINITIONSAccept: to r
Page 118 and 119:
Bona Fide: in good faith.Bond: a bi
Page 120 and 121:
Consultants/Experts: persons having
Page 122 and 123:
Fee: a sum of money asked or paid f
Page 124 and 125:
Negotiation: contracting through th
Page 126 and 127:
Purchasing Cycle: the sequence of a
Page 128 and 129:
Terms and Conditions: a phrase gene
Page 138 and 139:
CATEGORY: Consent 7EAttachment(s):E
Page 140 and 141:
MemorandumDate: December 22, 2010To
Page 142 and 143:
Agenda: ConsentAPPROVAL OF SPONSORS
Page 144 and 145:
Tohopekaliga Water AuthorityInvestm
Page 146 and 147:
Tohopekaliga Water Authority Invest
Page 148 and 149:
Tohopekaliga Water Authorityaffecte
Page 150 and 151:
Page 152 and 153:
Page 154 and 155:
Page 156 and 157:
Page 158 and 159:
Page 160 and 161:
Page 162:
CATEGORY: Staff ReportsREPORT ON RE
show all

AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?