96-22099 RESO
RESOLUTION NO. 96-22099
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ESTABLISHING A $20.00 ANNUAL
ADMINISTRATIVE FEE FOR ACTIVE LISTING ON THE CITY BID
LIST.
WHEREAS, the Procurement Division is responsible for maintaining a list of approximately
10,000 vendors from whom goods and services are routinely purchased for the City; and
WHEREAS, the efficiency of this process is compromised by written and verbal
communication in both informal and formal bidding with uninterested vendors; and
WHEREAS, the institution of an administrative fee will encourage participation by vendors
who are seriously interested in soliciting business from the City.
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that, effective October 1,
1996, there is hereby established an annual Administrative Fee of $20.00 to achieve or maintain
active status on the vendor list of the City of Miami Beach.
PASSED and ADOPTED this 11 th d
ATTEST:
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CITY CLERK
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LEGAL DE\~
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CITY OF
MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139
COMMISSION MEMORANDUM NO. ~
TO:
Mayor Seymour Gelber and
Memben of the City Commission
DATE: September 11, 1996
FROM:
Jose Garcia-Pedrosa JJi
City Manager
A RESOLUTION ES :AB ISIDNG A $20.00 ANNUAL ADMINISTRATIVE
FEE FOR ACTIVE LISTING ON CITY BID LIST.
SUBJECT:
RECOMMENDATION:
Adopt the Resolution.
BACKGROUND
The City of Miami Beach currently has over 10,000 vendors on file in its Financial Management
System. When issuing bids for service, current procedure requires the issuance of bid packages to
vendors, many of whom do not respond to bid requests due to lack of interest.
ANALYSIS
The annual volume of informal and formal bids (approximately 860) requires the Procurement
Division to utilize a list which includes vendors who mayor may not have previously done business
with the City. Assuming the list solely includes vendors interested in providing goods and services
to the City, the procurement process often entails communicating in writing to vendors in order to
gain competitive price information before a selection can be made. Issuing bid packages or related
materials to vendors who are not interested in conducting business with the City is a costly and labor
intensive process, expenses which are available. The purpose of the fee is to identify vendors who
are actively pursuing business opportunities with the City, and increase the administrative efficiency
of the procurement process.
A new vendor application and explanatory letter will be mailed to all registered vendors during the
month of November 1996 explaining the new system and fee implementation. The City of Coral
Gables and Metro Date County have also instituted administrative fees of $20.00 to resolve the same
issue. The proposed fee was initially highlighted in the budget message of the FY1996/97 Proposed
Budget and discussed further in the General Services section. It is anticipated that the fee will
generate revenues of approximately $50,000, which has been included in the FY 1996/97 Proposed
Budget.
CONCLUSION
The Administration recommends adoption of the resolution establishing an annual administrative
fee for active status on the City's bid list.
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AGENDA ITEM
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DATE