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2009-23-195 - Amending the Purchasing Ordinance City of Miami Gardens Agenda Cover Memo Council Meeting Date: September 21, 2009 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: N/A Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Sponsor Name City Manager Danny Crew Department: Procurement Division Short Title: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AMENDING ARTICLE II, SECTION 10 (1) OF ORDINANCE NO. 2005‐10‐48 AS AMENDED, THE CITY’S “PURCHASING ORDINANCE,” TO DELETE THE REQUIREMENT THAT NOTICES INVITING BIDS BE PUBLISHED IN A NEWSPAPER OF GENERAL CIRCULATION IN MIAMI‐DADE COUNTY, AND TO PROVIDE, INSTEAD THAT EXCEPT FOR THOSE SOLICITATIONS WHICH ARE GOVERNED BY FLORIDA STATUTES, SAID NOTICES BE PUBLISHED ELECTRONICALLY ON A WEBSITE DESIGNATED BY THE CITY; REPEALING ALL ORDINANCES IN CONFLICT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE. Staff Summary: Background The City of Miami Gardens Purchasing Ordinance 2005‐10‐48, Adopted February 9, 2005 Article II Section 10 (1) states “Notice inviting bids. Notices inviting bids shall be published at least one time in a newspaper of general circulation within Miami‐Dade County and shall include a general description of the items to be purchased, a statement of where bid documents may be obtained, and the date, time and place of the public opening of bids….” Procurement Division currently advertises each formal solicitation in the Daily Business Review one time. The average cost per notice is $110 for an estimated annual cost of $6,820. Each formal solicitation is also posted at www.DemandStar.com. The State Statute requires formal bid notices for the procurement of goods and services, including professional services, to be an electronic posting. Public Construction solicitations in excess of $250,000 must be noticed in a publication of general circulation. The proposed amendment will allow the City to post electronicly for all solicitations except when required by Statue. ITEM I-2) ORDINANCE SECOND READING/PUBLIC HEARING Amending Purchasing Ordinance 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 Current Situation We are now able to post formal solitications on the Procurement home page of the City’s web site as well as on www.DemandStar.com. On the last nine solicitations issued we incorprrated a survey requesting the vendors to state where they saw the notice. Below are the results received: Solicitations Number of Bids Received Daily Business Review City’s Web Site DemandStar.com Other 9 52 3 6 41 2 Based on these results, the number of formal solicitations issued each year, and the associated costs, staff recommends that City Council remove the requirement of notices being published at least one time in a newspaper and electronic post all solicitations unless statutorily required to advertise. Proposed Action: The City Council approve the proposed ordinance amendment to Ordinance 2005‐10‐48 Article II Section 10: (1) to remove the language “shall be published at least one time in a newspaper of general circulation within Miami‐Miami‐Dade County” and insert the language “ shall be published electronicly on the internet website designated by the City except for those solicitations statutorily required to advertise”. Attachment: None.