HomeMy WebLinkAboutORD 7314 TO AMEND THE AUGUSTA CODE ARTICLE ONE CHAPTER TEN RELATING TO THE PROCUREMENT OF GOODS AND SERVICES TO CLARIFY THE AUTHORITY OF ADMINISTRATOR TO APPROVE ANNUAL BIIDS AND OTHER PRODUCTS NOT EXCEEDING $25,000 ORDINANCE NO. 7314
AN ORDINANCE TO AMEND THE AUGUSTA, GEORGIA CODE,
ARTICLE ONE, CHAPTER TEN, RELATING TO THE PROCUREMENT
OF GOODS AND SERVICES, SO AS TO CLARIFY THE AUTHORITY OF
ADMINISTRATOR TO APPROVE ANNUAL BIDS AND OTHER
PRODUCTS AND SERVICES NOT EXCEEDING $25,000; TO REPEAL
ALL ORDINANCES AND PARTS OF ORDINANCES IN CONFLICT
HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER
PURPOSES AS INDICATED IN BELOW.
WHEREAS, it is the desire of the Augusta, Georgia Commission to clarify the
authority of the Administrator with respect to purchases of products, services and
annual bids not exceeding $25,000 and to otherwise amend the AuGUSTA, GA
CoDE as indicated herein;
WHEREAS, based on the foregoing, the Augusta, Georgia Commission
recommends amending Sections 1-10-52 and 1-10-54 through 1-10-5 8 of the
AuGUSTa, GA. CoDE.
THE AUGUSTA, GEORGIA COMMISSION ordains as follows:
SECTION 1. Sections 1-10-52 and 1-10-54 through 1-10-58 of AuGUSTA, GA.
CoDE Article one, Chapter ten as set forth in the AuGUSTA, GA. CoDE, re-adopted
July 10, 2007, are hereby amended by striking these sections in their entirety as set
forth in "Exhibit A" hereto. New Sections 1-10-52 and 1-10-54 through 1-10-58
are hereby inserted to replace the repealed Code Chapter ten as set forth in
"Exhibit B" hereto.
SECTION 2. This ordinance shall become effective upon its adoption in
accordance with applicable laws.
SECTION 3. All ordinances or parts of ordinances in conflict herewith are
hereby repealed.
Adopted this 2o day of December , 2011.
1
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� �' /
���
�(�� David S. Copenhaver
(� /��� � � As its Mayor
Attest: � /
ena J. B er, Clerk o Commission
Seal:
CERTIFICATION
The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that
the foregoing Ordinance was duly adopted by the Augusta, Georgia Commission
on December 20, , 2011 and that such Ordinance have not been modified or
rescinded as of the date hereof and the undersigned further certifies that attached
hereto is a true copy of the Ordinance which was approved and adopted in the
foregoing meetin (s).
ena J. Bo er, Clerk of Commission
Published in the Augusta Chronicle.
Date ,TArjjTARY �2, �012
Second Reading Waived
Exhibit A
Strike:
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Exhibit B
REPLACE WITH:
ec. 1-10-52. Sealed aroaosals.
(a) Conditions for use. In accordance with O C G A § 36-91-21(cl(11(Cl the
competitive sealed �roposals method mav be utilized when it is determined
in writin� to be the most advanta�eous to Au�usta Geor�ia takin�
consideration the evaluation factors set forth in the rec�uest for pro o�
The evaluation factors in the reauest for �roposals shall be the basis on
which the award decision is made when the sealed �ronosal method is used
Au�usta. Geor�ia is not restricted from usin� alternative �rocurement
methods for obtaining the best value on an�procurement such as
Construction Mana ement at Risk. Desi n/Build, etc.
(bl Rec�uest for ��o�osals. Competitive sealed �ronosals shall be solicited
throu�h a request for �roposals (RFPI.
c Public notice. Ade uate ublic notice of the re uest for ro osals shall be
�en in the same manner as rovided in section 1-10- 50(cl Public Notice
and Bidder's Listl• nrovided the normal period of time between notice and
receint of nro�osals minimallv shall be fifteen (151 calendar da�
(dl Pre-nroposal confe�ence A r�e-�roposal conference mav be scheduled at
least five (51 da ,�s nrior to the date set for recei�t of �roposals and notice
shall be handled in a manner similar to section 1-10-50(cl-Public Notice and
Bidder's List. No information provided at such �re-�ro�osal conference shall
be bindin� uno��usta Georgia unless �rovided in writin� to all offerors
(el Receint of �ronosals. Pronosals will be received at the time and l�
desi�nated in the reauest for �roposals complete with bidder qualification
and technical information No late �ro�osals shall be accepted Price
information shall be separated from the �roposal in a sealed envelo�e and
onen ed onlv aft� er the �roposals have been reviewed and ranked
The names of the offerors will be identified at the�roaosal acce tp a�
however. no pronosal will be handled so as to nermit disclosure of the
detailed contents of the res ponse until after award of contract A record of all
resnonses shall be �repared and maintained for the files and audit�ur�oses
(fl Public ins�ection. The resnonses will be o�en for �ublic ins�ection onlv
after contract award Pro�rietarv or confidential information marked as such
in each �roposal will not be disclosed without written consent of the offeror
(�l Evaluation and selection The request for pronosals shall state the relative
im�ortance of price and other evaluation factors that will be used in the
context of �� osal evaluation and contract award (Pricin�nro�osals will
not be o�ened until the �roposals have been reviewed and rankedl Such
evaluation factors mav include but not be limited to•
�) The abilit� capacitY and skill of the offeror to perform the contract or
provide the services reauired•
L2) The ca abilitv of the offeror to nerform the contract or �rovide the
service nrom�tiv or within the time specified without delayy or
interference:
(31 The character. inte�;rity. re�utation. '�ud�ment ex�erience and
efficiencv of the offeror:
�41 The qualitv of aerformance on previous contracts•
�l The nrevious and existing compliance bv the offeror with laws and
ordinances relatin to the contract or services•
L6) The sufficiencv of the financial resources of the offeror relatin to his
abilit to erform the contract:
� The aualitv, availabilitv and adabtabilitv of the su�plies or services to
the narticular use required• and
�81 Price.
(hl Selection committee. A selection committee minimallv consisting of
renresentatives of the procurement office the usin�a�v, and the
Administrator's office or his desi�nee shall convene for the �ur�ose of
evaluating the �roposals
�il Prelimina�v ne�otiations Discussions with the offerors and technical
revisions to the �ronosals mav occur Discussions mav be conducted with
the resnonsible offerors who submit �roposals for the �ur�ose of
clarification and to assure full understandin� of and conformance to the
solicitation requirements Offerors shall be accorded fair and equal treatment
with resnect to anv opt�ortunitv for discussions and revision of pronosals and
such revisions ma �� be permitted after submission and nrior to award for the
�urpose of obtainin� best and final offers In conducting discussions there
shall be no disclosure of information derived from �roposals submitted bv
com�etin� offerors.
� From the date �ronosals are received bv the Procurement Director throu�h
the date of contract award no offeror shall make an substitutions deletions
additions or other chan�es in the confi�uration or structure of the offeror's
teams or members of the offeror's team.
Lkl Final negotiations and lettin� the cont�act The Committee shall rank the
technical pronosals. onen and consider the r� nroposals submitted bv
each offeror. Award shall be made or recommended for award through the
Au�usta. Georgia Administrator, to the most resnonsible and resnonsive
offeror whose �ronosal is determined to be the most advanta�eous to
Au�usta. Geor�ia. takin� into consideration nrice and the evaluation factors
set forth in the request for nroposals No other factors or criteria shall be
used in the evaluation The contract file shall contain a written re�ort of the
basis on which the award is made/recommended The contract shall be
awarded or let in accordance with the nrocedures set forth in this Section and
the other a�plicable sections of this cha�ter
ec. 1-10-54. Informal bids selection methods (standard and small nurchasesl
and authoritv of Administrator and General ounsel
(al Conditions fo� use. Anv standard or small purchase contract or nurchase
order for su��lies. services. and construction not exceedin� ten thousand
dollars ($10.0001 in total value mav be made in accordance with the
purchase nrocedures authorized in this Section and other a� li�
provisions of this Article Contract rec�uirements shall not be artificiallv
divided so as to constitute a small nurchase under this ection
(bl Request for guotations and sneci�cations Rec�uests for quotations mav be
issued in writing or bv telephone for nurchases less than ten thousand dollars
($10.0001. In either case. specifications shall be �re�ared describin� the item
or service in a form suitable for an a�propriate vendor response
�l Informal oral bid auotations. Ouotes from a minimum of three (31
sources shall be obtained. Maximum purchase under this svstem is to
be five thousand dollars ($5 0001 includin� sales tax Vendor c�uotes
are to be noted on the rec�uisition for retention The �rocurement
requirement shall not be artificially divided so as to constitute a
purchase to be made bv this method
(2l Informal written bid auotations. Solicitation for written bid c�uotes
shall be obtained from three (31 sources if available from the vendor
list. The maximum purchase under this system is to be ten thousand
dollars ($10.000 , includin� sales tax
(31 Selection is to be made from the list in the followin� manner•
il Low bidder on last auote• �
(iil Next vendor on list:
iiil Re�eat procedure until all vendors have been asked to c�uote•
�ivl Begin new rotation of vendors b�,y usin� the last low bidder on
uote.
(cl Public notice. Notice in the form of advertisements is not required
However, no less than three (31 vendors/contractors shall be directiv
solicited. if available. to submit auotations ^
�dl Recei�t of auotations Ouotations shall be scheduled for receint at a date
time and alace certain. The amount of each quote and such other relevant
information as the Procurement Director deems a�aropriate to�ether with
the name of each offeror shall be recorded The record of each quote shall be
open to nublic ins pection in accordance with section 1-10-5 ( Public Access
to Procurement Informationl
(el Evaluation. Ouotations shall be evaluated based on the requirements set
forth in the reauest for auotations. which mav include bidder responsiveness.
ca�abilit�nd �ast �erformance. and criteria to determine acce tp abilitv such
as insnection. testing�c�ualit� workmanshi� deliver�, and suitabilitv for a
�rticular pur�ose. Those criteria that will affect the auoted nrice and be
considered in evaluation forward shall be ob iective and clearlv measurable
including but not limited to discounts. transportation costs. and total or life
cvcle costs. No criteria mav be used in the evaluation �rocesses that are not
set forth in the reauest for auotations or other notice
Lf�_ Correction or withd�awal of auotes Correction or withdrawal of
,
inadvertentl�rroneous auotes before or after the evaluation of the c�uotes
mav be permitted under the circumstances described in section 1-10-50(�l
(Correction or Withdrawal of Bidsl.
�l Tie auotes. Shall be handled_ in the manner described in section 1-10-50 (h�
Tie Bids .
(hl Award. Award shall be made to the most res�onsible and resnonsive bidder
offerin� the lowest acceptable auotation The names of the �erson
submittin�quotations and the date and amount of each c�uotation shall be
recorded and maintained as a�ublic record Written auotations are advisable
but not ex�resslv rec�uired
il Age�ncv under one-thousand dollars�$1 000)/authoritv o using
agencv. Procurement of an item or article which does not exceed one-
thousand dollars ($1 000 001 includin�anv sales tax shall be exem�t from
the bid process except that where a�nlicable. contract vendors shall be used
unless substitution is apnroved in writin and in advance bv the Procurement
Director. Further. the nrocurement req uirements shall not be artificiallv
divided so as to constitute a small �urchase A reasonable effort shall be
made to ne�otiate nrice agreements that will cover much of the small
purchase volume. For �urchases of one-thousand dollars (� 1 000 or less in
value the using a�v head mav issue a Purchase Order to acc�uire
commoditv and service nroducts The usin�a encv shall obtain adeauate
and reasonable com etition for the sunnl�, service, or construction bein�
purchased. Further. the using a e�ncv head shall rec�uire the �renaration and
maintenance of written records adeauate to document the com et�
obtained. �ro erlv account for the funds exnended and facilitate an audit of
the small purchase made Small purchases under one-thousand dollars
($1.0001 mav be made bv the elected official or usin�a�v head of all
usin� a�encies as follows•
� 11 Where the nurchase does not exceed one-thousand dollars ( 0001
and a Usin�A encv Purchase Order is �re�ared and nresented to the
vendor.
L21 A conv of the purchase order shall be forwarded to Finance and
Procurement notifvin� the Director of Finance and Procurement of the
nurchase and re uestin�navment to be made from funds �reviouslv
allocated to such usin�a e�
lil Limitations on small nurchases made bv usin�agencies When small
purchases are made bv the usin a encv head �ursuant to Subsection (il the
followin requirements shall be met•
�ll Such purchases are limited to �oods and minor services where no
contract exists or �oods are not stocked bv Au�usta Geor i�
equinment and furniture aurchases are authorized under subsection (il:
�1 The Usin�A�v Purchase Orders and ori�inal invoices shall be
prepared and si ne�d bv an authorized �artv at the usin�agencv level
and forwarded to Finance for further �rocessing}
�31 Purchases shall not be divided artificiall to constitute a small
purchase: and
(41 Usin�a�encies are responsible for checkin� the availabilitv of funds
prior to makin�anv small nurchase
(kl Authoritv of Administ�ato� to make small nu�chases The Administrator
_
shall have authoritv to make nurchases a�nrove annual bids and enter into
professional services a�reements without Commission a�nroval for
t�roducts. services and annual bids not exceedin� $25 000
(11 Authoritv of General Counsel to settle small cases The General Counsel
shall have authorit to settle endin and otential liti ation not exceedin�
Q
25.000 without Commission a� rn oval
Sec. 1-10-55. Bankin� services.
La) Vendor and nav�oll accounts. Requests for Pronosals shall be solicited as
provided in section 1-10-52 of this chapter for each of these accounts
(bl Accounts other� than vendo� and �av�oll accounts
(11 Reguests for Proposals shall be solicited as provided in section 1-10-
52 of this chapter for each such account
(3 ) As provided in section 1-10-6. local banks shall be contacted first. For
auraoses of this section. local banks shall be defined as those bankin�
Q
institutions with a full service bankin� location in Au�usta Geor�
Sec. 1-10-56 Sole source procurement
(al Notwithstandin other provisions in this Article whenever it shall be made
to apnear that bv reason of desi n�ca�acit��atibilitv with other
equinment or with machiner�purpose function or other characteristics an
item of nrocurement reauired bv Au usta Geor�ia or one of its de�artments
is _ obtainable onlv from one source the item mav be �rocured bv the
Procurement Debartment through ne�otiation from the source from which it
is available without the necessitv of bids or �roposals
�bl Before anv item mav be obtained under the provisions of this section
however. the requisitionin�agencv must accom�anv its reauisition for the
order with a statement sneci � in� in reasonable detail the reasons wh��the
item should be procured b y sole source This snecification of reasons shall
be in writin� and shall be attached to the reauisition at the time it is
transmitted to the procurement officer and shall demonstrate due dili en�
determinin� if other sources exist The due dili�ence review shall include the
research of available sources contact with nrofessional and trade
;
associations related to the supnlv service or construction item or
professional or consultant service There shall also be a written
determination which states the sources reviewed the name of the contractor
and the terms of the agreement reached including terms and �rices
(cl If the Au�usta Geor�ia Administrator ut�on considerin� the reguisition and
the substantiation therefore determines that the item should be nurchased bv
sole source procurement and the cost thereof does not exceed twentv-five
thousand dollars ($25 0001 the Administrator mav a�prove such
arocurement. If the item exceeds twentv-five thousand dollars ($25 000 in
cost, and the Administrator determines that sole source nrocurement is
_
a��ronriate. the reauisition shall be referred to the �ommission for action
(dl The Procurement Director shall conduct the ne�otiations as to the terms of
the sole source.
�el The Procurement Director shall draft a letter of i ustification for the sole
source �rocurement and nlace in the contract file
-__
Sec. 1-10-57. Emer�encv urocurement selection method.
Notwithstandin� anv other provisions of this cha�ter. the Procurement Director.
Au�usta. Geor�ia Administrator or constitutional officer mav make or authorize
others to make emer e�ncv procurement of ec�ui�ment su�nlies services en�eral
construction. or nublic works t�pe construction services when there exists a threat
to public health. welfare. or safet�, or where dail��erations are affected; �rovided
that such emergencv t�rocurement shall be made with such com�etition as is
practicable under the circumstances As soon as �racticable a record of each
emer�encv procurement shall be made and shall set forth the contractor's name. the
amount and tv e of the contract. a listin� of the item(sl nrocured under the
contract. and the identification number of the contract file A written report
ex laining the determination of the basis for the emergencv and for the selection of
the �articular contractor shall be included in the contract file and a conv of same
provided the Augusta Geor�ia Commission at their next re�ular meetin i�
case of nublic works contracts as defined bv Geor�ia Law or other Au�usta
Georgia nurchases when the value of the nurchase exceeds twentv-five thousand
dollars ($25.0001.
In the event an emer encv should arise after office hours or on holida
weekends which reauires immediate action on the �art of the usin�agencv
involved and where it is not possible or convenient to reach the Procurement
Director. constitutional officer or Administrator the usin�a�v head is
authorized to make uurchases Such purchases shall be well documented �ackaged
for pavment. and forwarded to the Procurement Director within twentv-four (241
hours. if possible. after occurrence
In the event the Board of Commissioners of Au�usta Georgia determines at an
onen meetin� of which minutes are recorded. that an emer�encv exists. and there is
an immediate need for �oods materials or supnlies to relieve said emer e�nc�
Board of Commissioners shall be allowed to a�prove purchases without bids in the
event the Board has determined an emer e�ncv exists but all such declarations of
emergency shall be in strict accordance with a�plicable State law defining
"e� encv." (1975 Ga. Laws n. 4334 as amendedl.
�ec. 1-10-58. Annual contracts.
U����roval of an annual contract by the Board of Commissioners ( the
Administrator for annual bids of un to $25 000 an��a�y mav order
su�plies or services under such annual contract as needed un to the maximum
amount ap�roved in the annual bid