Ordinance 2023-608 - Laserfiche WebLink

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O C/TY OF SUN PNO City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, FL 33160 305.947.0606 si bf Lnet MEMORANDUM Larisa Schevin, Mayor Jeniffer Viscarra, Vice Mayor Jerry Joseph, Commissioner Alex Lama, Commissioner Fabiola Stuyvesant, Commissioner Stan Morris, City Manager Mauricio Betancur, City Clerk TO: Stan Morris, City Manager FROM: Genesis Cuevas, Purchasing Manager DATE: October 19, 2023 RE: Amendment to Chapter 62 — Allowing the Electronic Submission of Bids Procurement Departments/Divisions have the opportunity and the responsibility to deliver strategic value for their public entity. Procurement has identified a key area to improve our procurement process(es). As such, Procurement is recommending streamlining its bidding process(es) by utilizing an option offered by our Electronic Bidding Platform (DemandStar). The City seeks to amend its procurement code to allow for the implementation of receiving electronic bid(s)/proposal(s). The city utilizes Demandstar.com, one of the primary electronic bidding platform(s) used by Government Agencies to broadcast their solicitations to hundreds of registered vendors within their community. Although the solicitations (ITBs/RFPs) are posted on DemandStar, sealed bids/proposals must be submitted in-person to the City's Clerks office no later than said date and time. Bids/Proposals received after the deadline are rejected, as part of the City's fair and impartial procurement procedures. The use of the on-line bidding tool offered by Demand Star.com makes it easier for suppliers to do business with government and can lead to increased competition and potentially lower contractors submission cost. Allowing contractors to submit their bids/proposals online, without the requirement to print one (1) original and three (3) sets of their bids and deliver them to Government Center before the deadline will better serve the needs and expectations of interested suppliers. If e -bidding is authorized, the confidentiality of the bid's contents will be preserved until the bid opening sunshine meeting. The sunshine bid opening meetings are usually held in the 15Y Floor Conference Room of Government Center, as stated in the solicitation. As part of the bid documents, the public will be provided the date, time and location of the sunshine bid opening, where the names and the bid amount will be publicly read aloud for Invitation to Bids. The settings on Demandstar.com, will restrict the City from opening the bids prior to the sunshine meeting said time. Purchasing will be responsible for publicly opening the bids at the scheduled sunshine meeting. Per the City's Purchasing code, purchases in excess of $50,000, require a formal solicitation process with sealed bid submittals (with exceptions noted in §62-13) as set forth per Procurement Code of Ordinances §62-6. - Purchasing limitations; effect on competitive bidding requirement.