just to give you a little idea of who the city is the city governing body consists of five members four commissioners and an elected mayor the city manager city clerk and city attorney serves as the pleasure of the city commission the city hired a city
new attorney actually the city just hired a new attorney and there's going to be a transition being done at one of the commission meetings on May 12th to recognize Miss Lindseay Green she is
our new city attorney so she'll be working closely with our department and various departments within the city and then the city commissioner's workshop meets the second and fourth Monday of every month at 400 p.m local
time right let me see i get my notes here um one second lost my o and the commission meetings start at 7:00 every first and second Monday of each month the commission meetings are
live streamed on the city's YouTube channel as well on the YouTube channel we also have Twitter Facebook all those other sites that you can um log into
all right try your next slide i have a mic here in the front so whenever if anybody has any questions in the process when I'm speaking you can come up we'll turn on the mic and you could ask your questions
okay so I'll tell you a little bit about our division the purchasing division is part of our finance department which is responsible for the acquisitions of goods capital equipment and contracting for goods and services including constructions capital improvements
professional and non-professional services the procurement department has four staff members which is two purchasing coordinators one contract specialist as I mentioned and a purchasing manager as I mentioned previously before
we service 550 employees the residents and vendors okay next slide the location if you're not familiar with the city of Sanford the location if you take Summit Boulevard it's going to take you right into the city of Sanford our location is at 300 North Park Avenue we
are on the second floor and our hours of operations because we get tons of emails every day and they ask "Why are you not answering your emails?" Well we work 4 days a week Monday through Friday through Thursday
and we work 10 hours a day so our office is open from 7:00 in the morning to 5:30 at night and we are off on Fridays so we get a nice long weekend so if you don't get a response from us on Friday that's because we are not working we do have
certain areas that are open which is the lobby and the utilities department and our building department is open only from 8 to 1 so just so you're familiar with our times all right so we're going to get into our bidding process our our bidding
process for departments so for example if you're trying to sell something to one of our departments and is less than $24.99 they only need one quot okay they
cannot purchase any services on a PE card so with that being said we typically would write a check or if you're a vendor with the city we send the money directly as a payment
so departments are allowed to just contact that one vendor if they're looking for a specific item okay anybody has questions about that just a little reminder that if it's a service the city will process a purchase
order we cannot pay it on a PE card as I stated it's up to the department to enter that requisition and send it to our department just one thing that I literally
emphasize the most when you are working with the department please note that if you do not have a purchase order that is a key to you that you cannot begin the work a purchase order must be in hand before you can begin the work we get a
lot of invoices that come to us and they're like "Hey we got to pay this." Unfortunately we do have to pay it however we prefer and that is our policy that you do not work without a purchaser
all right so in this slide you're going to see that our levels is one and two they typically are similar the level one and two is combined departments are required to provide three electronic quotes by email if the department fails to provide the
proper documentation the procurement department will decline the requisition and the purchase order will not be processed i really need to emphasize that work cannot not begin unless you have a purchase order
and typically what we try to do in this case if you're working with another city or county a local government agency we what we typically do is we'll ask you
department should be asking you hey or or maybe you should be telling us hey I have a contract for example with the city of Castleberry um the only thing that gets sticky about it that is that if the vendor chooses
to give us the same rate you h you in order for us to use a cooperative contract the vendor has to give the city the same rates some lenders don't want to do that because they lose money or or whatever the case may be however we
typically will ask the vendors hey do you have an existing contract that we can process a co-op contract which is also known as a piggyback contract so if you see this threshold here and you're working with a
department just let them know hey I have a contract for these services that helps us not have to bid it out it's time savings and probably financially savings
we may be saving more money than we expected so as vendors please let our staff members know that if that you have an existing contract and what you need to do is send it to our contract specialist which is Stephen that's in
the front just let them know hey um we're willing to work with you we and what we do is we process a piggyback contract which helps the department move quicker and p and make the purchases that they need
[Music] okay any questions about that all right moving on so we have a level three that is called debate process level three $25,000 to
$49.99 which is an informal request for quote level three requires an informal the department submits scope of services to our procurement department and our staff prepares an informal request for quote also known as an IRQ
the informal is posted on vendor link which I'm going to talk about vendor link in a few minutes for 15 business days it allows to submit we we post it so that it we can get additional uh quotes online
and informal quote also follows the bidding process if you submit a quote late it will not be accepted once the steps are completed the appeals process has been sent to the department and a copy is forward to the vendor by the
department so whoever you are working with they need to send you that PO yes you can call purchasing we may be able to assist however that is the department's duty that when that purchase order is prepared and fully
executed that it should be sent from that department to you okay for the reason is that when you complete the job and you submit an invoice there is an email address to each PO on the right hand side and that email address is used
to send invoices to the department why because the invoice has to be um approved it has to be stamped it goes through a process so whether you say and mind you we pay only twice a month which
is bi-weekly so if you miss that cut off you're going to have to wait through the following pay period cuz we do not cut checks every every week we we do it when we run our payroll so just a little reminder that that happens sometimes and
the vendors waiting to get paid unfortunately we do have a Florida statute where it says the city has between 30 to 45 days to pay the invoice when it was received so what happens is that the department has to verify that they received the materials or whatever
goods or services that you are providing they have to make sure that they receive it and then it's sent out to AP for payment any questions about that all right the only way to exempt this process like I said is under a piggyback
contract if the vendor has an existing contract with the local government agency the procurement department will evaluate the contract and if the vendor agrees to provide the same rates or lower that is one of the things that you can do if you provide lower
rates we're more than happy to use those contracts you can choose to do that the city will process a piggyback contract a sample of the agreement can be found on the city's web page the contract must be followed we also follow if you're using
a co-op contract those terms and conditions on that um contract is um we should be following as well as any other um insurance now we've decided in the
procurement department that any contracts that we have through store the Florida sheriff or AMA or any other of those other sites that you get awarded the contracts we don't typically process
a piggyback contract it's it's just doesn't work for us so if the if the department is buying a product and is under a sourceful contract the only thing that we request
is that you have at least a copy of the agreement with an issue date and an expiration date we do need to see that that contract is active and valid and we also need to see if it has a rate sheet those things should be given to the
department because we require those when we process um the purchase order and all that information is entered on that purchase order okay any questions about stores contracts Florida sheriff any of
those things yes sir there's a mic over here i want to be able to everybody hear you frank [Music] thank you where you said you don't need to piggyback a source well contract we don't typically well what I mean by
piggyback is when we use a piggyback contract we the city process an agreement to um to match that uh other existing contract that we're using so we typically would process an additional
agreement and we have the vendor execute that piggyback contract because we're using that contract for example if we we use a lot of single common contracts so we process a lot of piggyback contracts for those types of services asphalt
paving concrete you know large projects because it's time savings for the city and also the departments that needed those services right away you know we might have an emergency we need to pay the road or whatever the case may be then we have those contracts set up
so you can utilize the source we can utilize it yes but we do not process that piggyback contract yes thank you any other questions sir come on to the mic so do you guys have people on staff if
there's a if I'm sending in a quote and I need RFIs answered will they we have people on staff that can actually identify these RFIs and give me answers before the due dates are
can you elaborate yeah a little bit because the RFIs when we typically ask for quotes we'll do the informals anything above 25,000 and higher and we post them on vendor link so those RFI questions should be posted on vendor
link that's how we get an alert and then we'll answer you but but when you directly talking to a department that's different yeah so in my area for say uh if you needed new NDP panels or
something they would they would know the amperage on the panels they would know what breakers that they would need they would know what type of bus bars they should whoever the project manager that you're speaking with shouldn't okay so that's what I'm saying i have a major problem especially with GSA they have a
GSA schedule right and they give you very limited information and very limited time to get it in so if that's the case do you push that do you push that that date back if those because technically I don't know if it's by law
or not but you have to push the you have to push the date back on that's why we kind of don't like to use those contracts like that because of those limited things and we typically don't use a lot of the GSA contracts um unless it's emergency or or police department needs something because that's typically
what we do is whenever the police department needs something we can use GSA contracts because those GSA contracts are limited to city we can't use them all we can only use certain ones yeah understandable i was just making sure that there was people on
staff people on staff yes yes absolutely they should be any other questions yes sir welcome to Mike it's more in regards to level one and two um but it says that workman's comp
and in the brochure is required as a sole proprietorship with uh just a single person um it's not possible to get workman's comp it's not it is it's not uh you can't get workman unless you have employees i've gone through it
there there's a way to get them because we do get people they say "Hey we're we're a small company able to have two employees." Like you're like you're stated yes there is to every policy and procedure there
is an exemption we all know that okay mhm so depending on the service that you're providing then the city may consider employing those workers comp gotcha okay however we recommend and that's why we printed out that workers
comp um insurance for all the vendors to see it at we did lower that to $500,000 okay but it also depends on the level that you that we're paying sure so but yes there is an exception typically if you're cleaning
you know sometimes we have to go to the deputy city manager and say "Hey this guy is just cleaning he doesn't have our comp he's we got to plead though." You know what I'm saying so yes there's an exemption but we recommend that you
carry it insurance is only it's in best interest for your your business so is there anybody else that knows an an exempt way to get around that actually said that it's possible i'd love to talk on somebody who knows you do awesome thank you okay thank
you any other questions okay let's continue all right here is our level four our level four is greater or equal to $50,000 which is considered a seal bid
the bids are the following which is considered an invitation to negotiate an invitation to bid a request for proposal a request for qualifications every city and county has certain
um names for their bid for their bidding process but here with the city those are the types that we use here and those any bid for example if we're doing a construction project that's going to cost the city over $2 million or more or
let's just say $50,499 that has to be considered a bidding we have to do bidding on those anything above the $50,000 threshold we as a city we are required to also take that to commission for approval the
departments cannot um submit a purchase order without commission approval so for instance if you're waiting for a project to begin and the department say "Hey we got to wait for the commission to approve this project." Yes and mind you
we only have two meetings a month so you miss that meeting and there's a deadline that we have to meet then has to go the following next meeting so you are waiting some vendors do wave and unfortunately that is our process and that is our policy so we cannot change
that if there's an emergency and you are receiving a purchase order under an emergency that affects the public and the community then there is an exception like I said there's an exception for certain things so then the department
can take that later into commission for approval when it's an emergency okay just remind you that when we do a seal bid the seal the purchasing manager processes a solicitation with the assistance of the
department the department is required to submit a scope of service the bid is advertised with the Orlando Sentinel the day the bid is posted on Monday the purchasing office posts the bid on 30 days okay this is a Florida statute that
we have to follow we do have any seal bids they have to be posted and Frank can you go to vendor for just a minute i'm going to show you where we post our bids okay go to the top [Music]
if you're not familiar with vendor this is a site that we use to post all the bids that we work here with the city very easy um I know certain vendors have a little complication when there
are so many bids but sometimes we do um Eli procurement online um bids that are $50,000 or higher we typically don't do um online bidding we prefer that you submit those personally to our office
because we don't want um anybody to lose out and have issues with the system please be mindful that this is not affiliated with the city at all vendor Link is a third party vendor that we use and it's not affiliated with the city so
if you are using that link to upload some documents if you're doing an informal solicitation cuz we typically do it for informals but not few minutes then you have to contact them the link directly there is a link in the bottom but it's pretty easy frank can you show
them our projects actually um can you log out just for a second here this is what it looks like when you log in and then can you go to agencies
registration that's where you would go to register okay you would register with vendor link here i don't know what the fee is cuz I said this is a third party vendor i don't know if they charge you a fee or not but it's free to the city that is the reason why we use it cuz
it's free they don't pay for it okay um but you register here if you're searching go to um bits top If you are searching for uh solicitation that the city posted online go to um
agencies yeah yeah so here we're not the only ones that use the site we have several cities and counties that use the site so if you look for the city of Sanford Okay all you need to do is select city
and hit search if you want to get technical you have bid number then you can put the bid number it'll take you directly to the bid number but it's very easy to use and um scroll down and it'll tell you all the solicitations that we process as you can
see we do a lot of soul source and these are informals then it'll say packing award or under evaluation if it says under evaluation means that there is something holding this project up either
commission we're waiting for bonds we're waiting for contract we're waiting for something so it sometimes it can take take months um and we update that so you should go back [Music]
up okay here we have two active projects right now we have the hover solar dryer repairs and we have a historical for art design so you'll see when the date the due date of the project is you'll see the questions and can you click on the
one of them yep and then go to the questions Q&A is in the bottom this might look different from the vendor side because you don't have the access that we do but it's similar so if
you go to here questions and answers up here that's where you post your questions so if there's a bit that you're interested in you post your questions online what happens we'll get an email notification say "Hey," we'll get the question that you posted and someone from our office will answer it
or if it's if it's a construction project then we forward that on to our engineering firms and they will answer those questions we'll post in the dialog or we'll answer the questions online for you and then you'll get an email alert saying that the questions have been answered pretty simple okay okay go back
to the We also post those agendas online so if there's an addendum we'll post that addendum and then it says "All questions or emails should be addressed only to the purchasing department during the process of the
solicitation and we have a procedure that is 6.400 um there's a coilence in place as well which is procedure 5.100 for what are there's a Florida statute that we cannot that the
departments cannot speak to the vendors when there's an active solicitation they are supposed to directly speak to purchasing we get a ton of emails we get people um please be mindful that the city is is a local government agency and everything that we
do is public so anybody can request records of what we are doing and we are required to submit those to the vendors so that is why there's a post office in place when we have an active solicitation and uh we cannot you can
you cannot contact any members of the commissioners city manager's office any members of the um staff members you have to go directly to the procurement office and we will help you get your answer we don't know the answer we'll get the answer for you and we'll post that
online for you okay because otherwise this project will have to start all over from scratch and we don't want to do this because some of these projects are urgently for the city anybody has a question in our bidding process
for that is the one that we do the most construction concrete asphalt all the stuff yes sir uh my name is Rick i'm with Mickle Capital Finance we uh do funding and I
was wondering in terms of construction projects do you I know you look at capabilities of the contractors but um also do you look at financials yes we do absolutely okay certain projects we look at financial and yes our engineering
firm when it's a large project like that that it's over a million dollar projects we do absolutely look at financials we we want to make sure that you're capable of running this business you know running your you have the
amount of cap to be able to fund your project because remember that we have a 30 to 45 days to pay the contractor and if you don't have enough money to pay your employees that's not our
problem unfortunately okay now this one is a little bit more towards our department staff but I put it in here because I want the members to know what happens the departments are
required to to not let's see are not required to split purchases to avoid our city threshold so we get a lot of departments that uses their P cards for goods you know um and they're not
supposed to do that you as a vendor should not condone that either because what happens is we do auditing in these PE cards and when we see a transaction that is 2 days old or
in between 3 days later another transaction for the same cost that means the department is splitting those those other goods and that is a city policy um it it's they're not they're not allowed
to do that they they can get it's a violation of city policy and they can literally get lose their jobs for that also when you're using um a request to increase your change orders which moves the procurement into a higher threshold
level it multiply with approval and competitive requirements applicable to the higher level this is why we're showing you the levels of our um of the way we do our solicitation process there are levels and their departments are not
supposed to split those all right find the next one now we went over vendor link but if you go to the city of Sanford's website you can also access vendor link through that so this is typically this present this slide
here is showing you what we use for our solicitations and how you can access it and just to let you know the vendor link is an independent entity and is not an agent of the representative of the city of Sanford okay
next now we get to the nitty-gritty here with the CCNA court statute this one gets a little bit um a lot of vendors get this a little bit confused when they're using a solicitation under this um floor statute
just so you know that this stat this statute is the CCNA contracts are for professional services such as architectural engineering landscaping registered surveys mapping GIS all of those state all of those um
services fall under the CCNA the CCNA follows the Florida statute 287055 the city has several contracts in place of services the purchasing manager typically processes a new solicitation every 3
years so the departments can utilize these contracts so what do I mean by this what we do is in procurement we process the solicitation for all of these services and what we do is we have a pool of contractors that can provide these
services for example if a department is looking for an engineering firm then they have a selection of contractors that they can choose from please be mindful that the departments are not allowed to compete with or or ask you to
give them a quote for engineering services that is a no okay uh if they select that one particular vendor that's who they have to use for engineering services so this is um our process here anybody has questions on the
CCNA cuz that's a little bit the department we when we use the CCNA if you are a contractor that's already doing business with the city we require a ton of documentations um why because that's our policy and
procedure we typically ask for a TA we'll ask for insurance we'll ask for services and then we also ask for am I missing something no we ask for additional information so all right now the city just processed
a construction management at risk which is also known as a CR for specific projects so under the CR which is construction management at risk we when we do a solicitation we have to address all the
projects that the departments are in need of we recently just did that we're in the process of awarding it to 10 contractors and so that way we have a pool of contractors to do the projects we have a ton of projects that are coming down the line for public works
and utilities and so we needed enough contractors to do that job so if you are not being called or you're not getting this type of service it's because you didn't submit a solicitation with us we have to address those projects in the
SEAR project in the Seamar um proposal so the semar also follows the 287055 the departments can utilize these contracts for specific projects the Florida chapter 287055 Gates a continuing contract is a
contract for professional services entered in accordance with the procedures of the act between an agency and a firm whereby the firm provides professional services to the to the agency projects in which estimate construction cost of which the
individual project under the contract does not exceed $4 million so in July this coming year July 1st 2025 the state of Florida is changing that
policy we are we could use the CCNA and the SEARS up to $7.5 million for profits right now it sits at 4 million it's going to be bumped up to 7.5 million the unfortunately the engineering portion of
it still stays at $500,000 that doesn't change so if we have an engineering firm doing the design and plans for one specific project they cannot exceed the $500,000 now if we're doing a construction
project then that project cannot exceed $7.5 million if we using our CCNA or CR contract correct any questions about those two all
right the reason why we decided to um do this vendor fair for the vendors is because we wanted to see a variety of vendors in with the city um I've been with the city for 22
years and I have to say we see a lot of the same contractors a lot of contractors and for I'm not saying that we don't see multiple but we we you know every now and then we'll see a vendor but
there's a lot of the reason is because of the insurance a lot of people cannot provide the insurance that we require so I get it we see same numbers constantly but we open this up so that we we could be able to educate the vendors and let
them know how we work in the city and to be able to get new people to come on board with us and do business with us um of an exemption list or anything like that we don't pre-register them because we don't do any of that stuff so this is why we've decided to open this up to
other vendors so they know how to do business with the city what happened to Yeah all right now enter in CCNA and Semar if you are an existing contract under the CCNA or Seamar contracts you must provide the following you must provide a
TA like I mentioned earlier you have to provide insurance scope services you provide a rate sheet or price sheet if you are using subcontractors then you also have to provide a schedule of subcontractors and that project manager that you're working
with has to approve that you must notify them ahead of time before you decide to use a subcontractor so for example if you're an engineering firm and you don't do GIS and they need GIS services or whatever the case may be then you can
get a subcontractor to do some of that work for you and then the city um pays you directly but you pay your own sub um for that so that's what I mean by schedules and subcontractors now contract terms we're going to talk a little bit about contracts and how they
work it says "Based on the list of services contracts are awarded for one year with automatic renewal or fiveyear contract or three-year contract with additional 2-year one-year renewals please note that the city of Sanfords are not authorized to sign POS
contract leases software agreements or any type of agreement the only people that can sign anything at city hall is the city manager the deputy city manager and our finance director so if you're
asking the department to sign a scope of service or if you're asking them to sign a contract they are not allowed to do that they are supposed to contact the procurement office our procurement office will submit these um contracts to
the proper department to our mayor including our mayor he signs off on contracts and then we route it back to the department the department will send that back to you so this is critical because we get a lot of vendors who say hey we have software services and they
give us the lease agreement and they want the department to sign that well guess what that department is going to be responsible if anything happens that they're not allowed to sign it every now and then we'll have a department sign something and they'll come back and say
that there's a problem or an issue then we have to resolve them and and that you know our policies and procedures state literally that no one has to sign any type of documentation the purchase order is signed by me and anything above
$10,000 is signed by the assistant deputy city manager so if you have purchase order that's over $15,000 you only have one signature guess what it's not valid okay so that PO has to be signed by two people anything under
$10,000 is signed by me and and it only needs one signature but if you're asking departments to execute a contract or lease agreement or some kind of of agreement they're not allowed to do that
so that contract will not be valid so an agreement requested by a metro must was submitted to the procurement department for review to set to set out contract specialist so we have a contract specialist because the reason why we
um added that contract acquisition with the city of Sanford because in in the last 20 years that I've had with the city we were doing contracts and we didn't have a contract specialist we work directly with the city attorney he
will process those agreements and then um purchasing department will do those but now we have a contract specialist he specializes in terms and conditions he reviews them he makes sure that these act these contracts are active that
they're not on void or they're going to or they're going to expire soon so thank goodness for that because there is a lot of work when it comes to contracts for clarification purposes the development provides three codes the field terms and conditions applies if
the project is specific and there's an existing contract in place the city contract terms and conditions so if you submitted a quote to a department just a quote there's no contract attached or anything like that
we have three sets of terms and conditions we have the contract terms and conditions we have purchase order terms and conditions and we also have the field peel which is less than the $24.99 that I mentioned earlier which is level
one or or just the one quote we also have terms and conditions for that as well um the the you won't see those but they are on the city's web page so if we for some reason we submitted a contract and you see the the terms and conditions
of purchase order that's automatically prints and we attach those but remember that if you have a contract the contract terms and conditions will prevail okay so those terms and conditions on the purchase order home will be
voided any questions about contracts no we're going to take a little break so that you guys can um mingle with the vendors that we have out there with our department staff in about 5 minutes okay
let's go through this last um slide and then we'll go back to it so the city does not execute record agreements like I mentioned there is an exception when it comes to software services banking and lease agreements all agreements are prepared and approved by the city
attorney for clarification purposes if the department received three quotes like I mentioned the appeal terms for PO and then the PO terms and conditions apply if the project is specific bid a contract is processed and the city's contract terms and conditions apply the
city has resets of purchase order as I mentioned and I mentioned the $24.99 and all that other stuff so if we're doing a sealed bid those seal bids have their own terms and conditions which applies
the contract terms and conditions applies even the informal when we do an informal and if we do an informal based on these three quotes the departments can say hey I want to uh process an agreement with these three quotes that I
receive why because they religiously use these products often so often that they want to go ahead and process we can do that so mind be mindful that those terms and conditions will the contract terms and conditions will apply to that to
that informal solicitation [Music] okay when we come back I'll let you take a break um restrooms snacks and you can mingle with someone when we come back we'll talk about the single source
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praying we're going to start off the second half of our presentation i want to be able to get everybody out of here by 3:30 at least i know we said it was 4:30 but um we don't have a lot of questions we'll just keep it keep it moving
is that thing still on no the Nico it's on thumbs up he's not it's good okay great so we're going to start with our second half everyone can just have a
seat appreciate it all right and this is like we're going to talk about single source this is like a a thorn in my thigh you know um single source everybody wants to be a single source but when you find out that
you're not that's where it gets sticky so a single source justification exists only if the goods and services are required to satisfy the city needs which are available only by wine supplier okay
no reasonable alternatives ex exist to serve the best interest of the city the Florida statute 2870573 C and 125 120.573 provides that an intent to make a
purchasing using a single source justification is in lude of competitive formal or informal solicitations as would otherwise be a requirement an intent to purchase a sole source basis must be publicly posted for
15 days i'm going to discuss that in a little bit the city has a a policy and procedure for single source which is 11.175 the department is required to do their research and justify the product
before submitting a single or soul source justification a standardized proprietary or a unique a unique product can be considered a single source product please note that each case will
be reviewed appropriately please also note that section 838.22 22 of the Florida statute states that this is a the felony of the second degree for public servant to circumvent a
competitive bidding process required by law or a rule using a stigma source contract commodity services why do I include that in there because I do not want to go to jail for anybody right
neither do I neither does my staff so the single source is a it's a very um it's a topic that we we work with the departments we kind of go back and forth back and forth because if it's not
standardized if it's not a unique product if it's not what's that other name for it proprietary proprietary thank you then it's not a soul source okay i want to tell you what
happened here about a year ago i don't know if anybody with active flow is in here or flowback hopefully not to but there was a case here that we had recently about a year ago we used to buy our products for our
water I think water treatment plant through active flow okay we've done it for years and years and years you know how that works so we posted the notice on link for 15 days like we normally
would do and we got a competitive benefit that said I can provide that product i used to work for them and he opened up his own business and decided to mimic that product and so guess what
happened he won the award he was able to provide a similar product that fit that equipment and it worked just fine so that's why we say when you're
using single source please the department has to do their due diligence to make sure that any one of you guys here are saying I'm a single source vendor you better believe that we're going to do our research and we're going
to verify that you are a single source lender okay so we we we can't just say "Oh well I'm a I'm I'm a single source lender i No we we get people we
don't really get a lot of people who use this vendor." That's why I kind of talk about it a lot because um a lot of the vendors don't know that where to find these bids and vendor link we've been using vendor link for more than 20 years as far as I can remember i remember that we
used to use demand star we went away from that one because it was a little bit complicated and vendors were having a difficult time i don't know if they upgraded their system or not um but we ended up going through Netherlink and because Summer County had it at one
point we were under their umbrella and we were able to get it for free by the grace of God we still continue to get it for free thank you um and that would we will continue to use it as long as it's free we in the purchasing department we we have a very limited um budget we
don't have a lot of money like other departments that bring in revenue unfortunately we're just procuring we just process shuffle but um we we have a small budget so we have to use our resources accordingly and make sure that
we are we're helping the department to save money so we have to save money okay so does anybody have a question about soul source yes I can hear you you're going to have to come up so can you set
aside a set aside yeah so yeah so we do a lot of DoD yeah we do a lot of Department of Defense projects uh VA you know in Orlando and they do a set aside so this
year it went from 15 to 25 as of right now percent of all of all projects that are going through SAM.gov they're going through the federal government which I mean you guys are part of the government right correct but um there is a service disabled veteran owned small business
set aside as well as 8A set aides and womenowned uh companies so now I don't know how you guys do it but the federal government has to tell or the DoD has to tell the federal government hey we went
out and we looked for service disabled veteran set or companies to do this but we couldn't find it so we had like Joe do it you know what I'm saying so what I'm saying is it's not really a social social question what it is is saying is
there a set is there a set aside there do you guys set aside any of your products or your your projects unfortunately we don't have any type of services we don't have the WME or or veterans any of that we don't have policies for that so we typically would
just that's why we use it under Navy um and we emphasize to go on there but yeah we're we're not we don't set aside any projects for those types of projects unfortunately because we don't have a policy in place and a lot
of the funding that we get is I would say maybe 50% is federal so and there there's a lot of guidelines for federal funding so we have to make sure that we follow those but we don't have those unfortunately I mean federal yeah long
like the police department they have a lot of projects that are funded through federal rules But they use like the GSA contracts like they use the sher the sheriff department contracts those types because they're
when they get this when they get the money they want to spend it so so they're like where can we go really quick so we don't have to do solicitation and mind you procurement if you talk to any other
departments about procurement they're not going to say nice things about us because they want their stuff like yesterday you know so we have to follow some of the guidelines as I mentioned
our Florida statute which is our Bible is 287 and we have to follow those guidelines those guidelines that we use we process procedures and SOPs with the state of Florida um chapter 287
so that's that's what happens okay I want to talk about emergency procurement somebody mentioned earlier hey we're an emergency number who provides emergency services an emergency procurement is defined when
conditions might adversely affect the life health and safety or welfare of the citizens or employees when city property or equipment are in dangerous or situation which can cause major
financial impact to the city should immediate action not be taken the Florida statute 287 there it is again after the agency has signed such a written determination the agency may proceed with the procurement of the
commodities of contractual services necessitated by the immediate danger without receiving competitive seal bids the competitive seal proposals or competitive seal replies however the the emergency procurement shall be by
obtaining pricing information from at least two or three prospective vendors let me elaborate a little bit on that okay just recently we had on 46 and what what was the other street somewhere
somewhere here 46 in Palmetto palmetto 46 in Palmetto if you're familiar with Sanford you'll know there's some kind of um situation going on over there on that street and um I had the department contact me he's like "Oh my god there's an emergency we need to fix this and
blah blah blah there's emergency danger citizens blah." Okay so we they typically have maybe two or three counter um vendors that they typically use on a consistent basis and
some of these contractors have a PBA in place so it's easier for the department to use those contracts um though it's an emergency um and they call them they'll get the quotes and then they have to respond
within a 48hour period so granted if you're willing to do that please reach out to utilities and public works they can put you on one of their lists i don't know if they keep a list or not but we do not get involved in that we
procurement get involved when the emergency arises and they got to process that appeal we typically will ask them hey did you do your research though it's an emergency our policy states that you still have to get at least two vendors
to show that you done your due diligence um granted for this particular project we only got one because um I think D or F F dot F dot F dot got involved and they told us we need to
immediately repair that street or we're going to have a sinkhole so that was an emergency so we processed that emergency it was about $52,000 to repair that and they're taking that like I said earlier
to commission at a later date in time so because it was crucial that we needed to repair that street that's what the department did so granted you know the PO was processed on Friday which I don't work on Fridays and um and the work
started on Saturday so those type of situations happen here and there my recommendation is as I stated to the vendor reach out to the department if you are one of those vendors that will work at an emergency services reach out
directly to them and just introduce yourself and tell them who you are what you do that way if an emergency arises they have your contact information and you can immediately respond to them does anybody have questions about that
i can't hear you utilities and public works typically that utilities and public works is well let's let's say utilities is um under public works public works has utilities
storm water wastewater fleet so it's a large department and by the way if you're one those letters because this has happened that you're doing emergency please please use your
letterhead i got a quote the other day had no name no contact no email just a word document and I'm like really anybody can write this up so we
have to we we get audited every year in the city gets audited especially finance and guess who gets to deal with those auditors we do okay not the department we do we have to make sure that our documentation
is in order we have to make sure that we do our eyes and cross our tees and then we have our proper documentation that we need to process that purchase order just because it's an emergency doesn't mean you can't get your proper documentation
you got people running offices here any questions about the emergency all right we get to sales surplus the department is required to notify the finance department when an asset is obsolete and no longer needed or reaches capacity the finance
department will arrange the auctioneers to pick up the materials or equipment this includes parts machinery vehicles furniture anything that the city has we have to make sure that we take it to
auction if auction says this is not worth a dime then that's up to the auction so we have to make sure that we take everything these chairs here these tables that we decide that we no longer need them that goes to auction so right now the city has a contract in
place to pick up the equipment or materials at no cost to the city if you're inquiring about a contract regarding these services please make sure to submit a public records request through the city clerk's office and see the Florida statute
27405 for the sale of surplus so a little bit elaborate a little bit about this surplus a lot of our vehicles um get shifted around through departments and then obviously you know they they come to an end and our fleet department says "Hey
this vehicle has 200,000 miles how on earth does that vehicle have 200 miles?" I don't know because the city is very small anyways but it happens we have 20 years some vehicles you know a little longer
than that but it happens so what happens with those vehicles those vehicles are submitted to um our finance department for documentation process and we departments have to make sure that they submit the proper documentation to finance and say okay is this vehicle
moving somewhere else or is this vehicle going to auction we have a company called Royal Royal who's our auction whose are auction everything that we have goes to them um it's a piggyback contract so we we call them and they
come quickly they pick up the products and they ship ship them off which is a good thing because we don't have a warehouse here just so you know we don't have a warehouse we don't have any place to store any type of equipment or furniture or anything of that nature so once that is ready to go we call them
and they pick it up here at city hall or wherever the location is all right insurance there's an insurance form that's running around somewhere if you have a copy of it great um do you Frank can you give one real
quick talk about it the insurance form like I said earlier we have a lot of projects that um require insurance if it's a service you're going to guarantee that you're
going to need insurance i don't want to talk too much about this because this does get it's a lot of talking about it's a lot of work but I do want to mention just a couple things these are the services that we we
request when um when you're using what is a service so it says please note that the insurance requirement was recently updated by our risk management division it has been revised to add smaller categories for smaller purchases the
requirements these requirements are required depending on the service the vendor is providing okay so we ask for commercial commercial general liability we ask for garage keeper we ask for garage liability we ask for workman's
comp we ask for comprehensive all liability now I want to mention something really quick i don't know if you can see here or not but um the workman's cop we do not accept the exemption okay it has to
be approved by our W city manager in order for us to wave that um and it like I said earlier it depends on the service that you're providing if if you're climbing up a ladder and you're doing something for the city I
can guarantee you 100% you are required to have workers come because God forbid if you fall off that ladder on city property let's just pay for that you're you are not the city that's that's why we ask because we don't want to be mindful we're using tax dollars money
here for these projects so we don't want to have to use it for that so next slide we also ask for builder's risk builder's risk is only required when you're building a building for construction work you know um and all of
the policies that we that we typically ask for it's only one requirement it depends on the service that you're providing we're not going to ask you for garage liability if you don't store our equipment in your facility okay so if
you're only doing some work consulting work for us we're going to ask for general liability we're going to ask for Adam because you do come to city property and and you have meetings with um department staff and we're going to
ask for um professional liability okay that's all we ask for for those three items now in your list you're going to see the amount of money that we're asking for some is 500,000 some is million some is 3 million cyber security
is one of the top insurance that we ask for now we started asking for this about 2 years ago because the city was not doing that so we have a ton of software softwares
that we use different departments use all types of softwares we use our ERP system we have our student club we have um landline HD whatever you want to call it there's a ton of softwares within the departments not we don't have a
centralized ERP system to tell you that um which I wish we did we didn't have to pay all the even Microsoft you know we have to um be mindful so with that being said the cyber security is very important if you are one of those companies that are
providing software services guarantee we're going to ask for that okay so and a real if you do have an enroll policy what we ask that you do in your policy is that the policy should say
follow because what happens is that commercial liability that you have is only a million dollars the accident that happened is 1.5 million guess where the.5 is coming
from your umbrella okay so if you have that umbrella policy you're going to have to say follow a lot of the vendors don't work directly with insurance company and they just say "Oh I have insurance." But they don't typically
know what what they have with their insurance company a lot of them say "I have commercial general but I don't know what's in here." So at one point we were um we were asking which we are still doing but it's
only for specific projects we're asking for sexual liability so if you're constructing a building next to Sanford Middle School you're going to guarantee that we're going to ask you for central liability
why because you are near school okay those type of projects like that is case by case basis and we will determine that based on the project so if we ask you for that it's because it's required any questions about insurance
all right for invoices the purpose of the building needs submission and payment procedures is a proper invoice by the contractor consultant or other invoicing party should conform to the following process we're a little bit detailed on
when it comes to a invoice these are the things that we want on an invoice we want you to dis a description including quantity of the goods and services provided reasonably sufficient to identify the amount due the applicable
discount contract information so for example if you're saying to me hey I want to um we do we're doing a piggyback contract based on Orange County's contract okay your invoice should say that should say based these rates are
based on someone's pricing because we're piggybacking off of a contract what happens is departments don't look at that they get an invoice they got product they'll send they send for payment but little do they know we look
at that sometimes we do audits and we'll look at that and say when we're we're processing that purchase order and we're looking at that that backup quote that you gave the department we're going to look at that we're going to look at the contract and we're going to look at the rates so that is our job to do that to
make sure that the vendor the department is getting exactly what the the department is requesting at that price so please be mindful that the invoices do get audited by the auditors and that's one of the things that they look
at they make sure that the dates are accurate they make sure that the quantity is included they make sure that there's um purchase order number on there a lot of the invoices that we receive sometimes doesn't have a purchase order number okay who told you
to process who who who gave you authorization to do this work why I'm paying you so that's [Music] important all right the mailing address also should be in there
included if you are a contractor that's already doing business with the city and you your name has changed to a different entity or you decided to
um create a new business with a new tax ID number but you're under a different contract you got to notify the department and purchasing that you have changed things because now we have to do
an amendment or I don't know what was the word that Stephen used the other day about the contract we cannot release because they're going through a process a change and their change happened months ago and now they're telling us about it and we cannot release the
purchase or owners until the contract is fully executed and we have have the proper documentation in place to be able to process that purchase order so it's important that if you change names especially if you've different tax ID
number for your business now we have to create a new account for you cuz that old account is no longer going to be active so that's important when you're processing an invoice and the remittance address is important because we update our system based on the invoices that we
receive so if our AP person says "Hey I I got this happens a lot our invoices come in and she's like "Hey this invoice is going to a different address but I'm I'm mailing the check to this address." They never sent the vendor package we
also have the vendor application online so that you can submit that to us directly you can go online to the city's web page and and go through be mindful that this purchasing department is under finance so whenever you're looking at the city's web page go to finance go to
departments go to finance and then go to purchasing so in purchasing we have a ton of ones up there that you can we have a W9 the AC form if you were updating your AC account to make sure that your money goes directly and I want
to tell you a quick story about what happened just recently too um our accounting department she was processing a check I think not a not a check an AC payment so we have this vendor who sent
us um updated on the form and we were we update the account we didn't notify them we just updated the account and um right before the check was being cut because we were it wasn't actually
it wasn't the check it was an a payment we were getting ready to send it out we find out that it was a bogus account we almost lost $10,000 to some random hacker out there so it's important that when we get your
AC one of us is going to call you directly and it will be Frank or myself or the new person that started us so not to tell you that we haven't got hacked cuz we have but not like other cities in
countless I'll tell you that but it it happens you know and so but that thank God that we were able to to stop that so whenever you make a change to your AC account please notify us emails get
hacked all the time bogus emails come to us saying "Send us the money or stuff like that." And we have to verify that so we contact you directly and we'll make sure you have an accurate phone number cuz we need to speak to a live person if we don't speak to that live person guess what and we're going to get
track of our mail and so just to um quickly can you go to um our city's web page i'm going to show you that in our city's web page we have certain documents for
um the vendors so let's go back real quick okay hold on okay so you you'll see here purchasing but if you scroll down see we had our lovely flyer here that said registration and all that good
stuff and but the link is not working sorry all right go go go down a little bit more here we have the city's WNI form online we have the tax except certificate we have the vendor information hold on and then we
have purchasing our purchasing policies up online we have a sample of the contract we have a sample of the PDA contract scroll down here this is where we have So if you're just changing your remittance address all you need to do is submit your bank form if you if you're
changing your AC account this is HCH alone these are standalone documents the W9 form stands alone now the vendor package includes all three of them okay so if you're creating a new account we need to have all three and then what is
this oh you can do it online or you can download the documents um complete it and then submit it to purchasing now be mindful you have to sign it and also make sure that you put a little note on there that you're dealing with the department so we don't because we have
this online we get a lot of consuming and our system we don't add you to the system unless you can do business with the city or unless you're changing your account information so I can get I don't get too many but we do get some random ones and we'll just store them until
somebody from the department says "Hey did you get this method package did you get this did you get um we've been waiting for it?" Blah blah blah so if the department needs to tell us that they can do business with that vendor then we can update the account so scroll down let's see what else is here okay
here's my email address um okay i wanted to elaborate a little bit on vendor link here because you don't have to go to vendor link you can go to the city's web page our communications almost says the more the
marrier people go to our website they can see all the events that we have going on but you can go from here from there as well um if you have it in your favor it's great but typically we'll tell the vendors hey go to S's webpage all the information about okay any
questions about this no perfect okay we're almost done with this presentation have a few more slides but and this is to um the purchasing information yeah hang on there you go
okay be located on this on the city's web page under departments finance purchasing and that's where I just went and took you where you can see all of that documents that we have the W9 the tax exempt certificate our purchasing policy insurance our PO terms and
conditions our contract terms and conditions a sample of the co-op co-op which is a piggyback contract and a sample of the city's contract okay those documents are going to change and so is our policy but for
the most part they are still active we have a new city attorney as I mentioned earlier um she is going to help us revamp with our new contracts and we also have a construction company or an attorney a law firm that we did a
solicitation for to help the city update our contract documents we we have um they're called they're the name of the firm is Ray Robinson they're actually working on the Seymour contracts for us
as well as the construction projects um contract we the city uses the 520 agreement to do construction projects and then we use the EJDC if you're familiar with the engineering terms um terms and conditions that's what was
linked into our 520 agreement with the EJTC um terms and conditions it was the 00800 and the 00700 but when we got to the law firm they said "Well let's start using the
AIA." If you are a construction company you are familiar with that type of contract right so with that being said moving forward that is the contract that we're going to be using for construction projects which is the AIA okay typically
like some of the engineering firms that we use with that we work with right now is Neil Schaer CPH those two firms they still have our old documentation and we have to transition to the new ones when they come available but for now we we
use what we have also I just want to um remind the vendors that we are a local government agency we do not pay sales taxes so if for some reason you you charge them
sales taxes guess what we're going to custom that comes off because we get audited and we do not pay sales taxes so some of the uh park staff does not they don't know that or they forget to even
review their receipts and sometimes when they receive receipts um I'm not pointing fingers but Frank we we bought some fees and and you know they it has sales taxes and we're still
dealing with it it can take a couple days to to to be removed off the receipt um but we do get audited and so that's one of the things that the auditors look at as well so please when whenever um you have a staff member coming to your
facility and then they're using their PE cards that P card has our tax exam number on it but you could also pick it up from our website okay where are we at
okay in this slide I have the city does not have a local preference list that's what I was trying to tell the gentleman earlier um we do not have an abandoned preference list we do not have um a W WME certifications none of that stuff so
we treat everybody the same we don't have an early um registration process early registration so like I mentioned earlier if you submit that vendor information you're not in the system we're not going to put you in there unless you're dealing with the department directly in order to do business with
the city this is this is one of the things that a lot of lenders forget to do i don't know if they forget to do or they just don't want to pay taxes but we we get a lot of uh staff members that
are saying "We want to buy our product from X Y and Z." Okay and they're a new vendor yes they're a new vendor okay did they complete the lender package yes okay so they give us We look up the lender
you must be a registered member with the state of Florida you also have to be registered on our solicitation for documents we have three requirements you and these are just basic requirements some projects are
convoluted and it's just a ton of other documents that you need to submit but you have to be registered first of all with the state this is a Sunbased website and we look you up based on your tax ID number your business name if you're critical that when you complete
that application that you complete it accurately sometimes when you are an individual we we can't look you up because you're an individual and you're not registered um but um you you you get a 1099 from the city um anything above
600 I think you get a 1099 from the city um so then you have to provide your social security anyways we look you guys up if you're not here we're not doing business with you this can take a couple weeks or months to register um we have a
policy in place and there's a statute that requires that any member doing business with a local government agency or county have to have free licenses okay state with the county that you work that
you do business in if you're if you are in Orange County if your business is in Orange County you got to have an Orange County license and then with the city so if you're if you're in the city limits for example Sanford is obviously in Sanford then you have Simo County you
got to have a license with Solo County if your business is in Sanford you got to have it with S County and then you also have to have a license through register through the state sorry so these three requirements we ask you in our documents so it's critical that you
guys register and then obviously you have to pay state you don't need to pay taxes um a lot of the vendors avoid this because they don't want to pay taxes but we can't we can't do business with you if you're not registered and we get a lot of departments saying "Hey we're getting a
better product it's cheaper why you got to go why do they have to be registered well because the state of Florida says you have to be registered because our forest chapter 287 says so so and that's what we follow now this is our last slide i just
want to emphasize on this go back okay in this slide I will be presenting additional information and resources note that the city's tax ID and tax accept certificate spoken among city's web [Music] page this bullet number one up here
where are we at go back go to the next slide back one yeah no no next next next right here that's what I'm That's the last one this bullet point [Music]
here gifts and gratuitities you see where it says city policy prohibits acceptance of gifts from individuals so what that means is that if you're going to public works and you're taking
a gift to ABC only ABC that is a prohibited okay you cannot bribe our staff cuz that's what it is bribery you
cannot bribe our staff with goods goodies Okay favors cannot do that that's a city policy you cannot take advantage of any city employee
now if you say "Hey I have all this goodies for your department." That's acceptable okay it just cannot be to an individual so I just wanted to emphasize
that now these links are very re they're resources to the member because you can interact with all the procurement officers um we are members the city of San are members of the nigp which is
central Florida nigps in central Florida does a reverse trade show every year that happens in November typically would happen in mainland but last year there was so many people that have gotten involved this is all the letter all the
cities and counties and local government agencies under one big roof and then you come in and you introduce yourself we'll be sitting on the table and you come to us okay that's the reverse trade show that we have once a year and IGP puts
that together so if you're interested you can reach them directly and you can register for that now the national also has a forum it's called forum and every year they have it in
different states this year thank you Jesus i was one of the recipients that received a full scholarship to go to the forum which I can't can't I can't go because we don't
have enough money for us to go traveling you know flights hotel and a conference that could be at least $3,000 for one employee um but I was awarded a scholarship a full scholarship which I get to go this year and it's going to be
in Denver Colorado this year so I'm excited about that so if you are a vendor that wants to participate this is where you sit with your exhibits your items and you um we they have a huge
um fair with all the procurement offices get to go up to you and we get to talk to you we get to see what you got what kind of contracts you have available before us what kind of goodies you have cuz you know we like goodies too but anyways that is the indeed Colorado this
year and that is um I think in July that's in July cuz I have to get my flight now the Florida Association of Public Purchasing Officers all of this information is not on the agenda so you
don't need to you know it's it's I put the links there for you so you can have them now the Florida Association of Public Procurement Officers that's called FAPO that's that's what FAP fapo is another organization that has a lot
of training um for vendors vendors also train us in our work so um if you're interested in that and you want to be one of those vendors that want to provide some type of training for the procurement officers for example if you sell a software that you think that the
procurement officers are um are interested in that's a a great tool to start with the facult and just introduce yourself to them now we also have the National Procurement Institute which is called the NPA that's another procurement we're not I'm not registered
with them that's that's um another one that you can contact and then last and and the and the last one that I wanted to share with you is that if you are not registered to attend seminal calli I don't know if
it's too late to attend however they're also do the same thing that we do um they educate your the vendors they provide information a lot of the information that you see here today is
almost clinic from Summer County because they're larger so they do have their own vendor guide they teach you how to do business with them their vendor fair is going to be Monday this coming Monday that we wanted to let you know that are
coming down the pipeline um we have Third Street and Oleander Pond which is public works most of these are all public works uh we have a project for Cherry Property Pond that's another pond that we're um going
to be bidding out we have the West Rosania storm water we have Celery Avenue which is a PPE study so that's more like an engineering um we have McCracken Avenue box covert and
sidewalks that's the sidewalk project that's more of a construction project and then we have the marina isle seaw wall EDA that's um public works as well so we try to get information to give you to let you know hey these are upcoming
projects if you're interested in in notifying the departments to let them know um who you are like I said earlier just introduce yourself and let them know who you are so that they you know so they can know you they can know your face um sometimes uh relationships work
when you know who you're talking to so I suggest that you just come up one day just say "Hey uh I'm so and so this is what I do if you need um any type of assistance or services let me know." Um
so it it's nice i like to I'm a hands-on person i like to talk to I like to you know see faces sometimes every now and then I have our auction company they typically come every quarter and they'll just say "Hey are we doing a good job
we're not doing a good job what can we change what do we need to do better to service you?" Things like that you know so um you can always introduce who you are and the type of work that you do does anybody have any questions before I
close thank you very much for being here thank you thank you thank you for attending i know it's a little long sometimes it gets kind of boring but it's information that we like to share with everybody in our community
so if you know another lender that wants to do business with us please allow them to give us our give them our information and we'll be more than happy to assist you okay thank you have a good night