96-22130 RESO
RESOLUTION NO.
96-22130
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ESTABLISHING A SMALL
PURCHASE ORDER PROCEDURE FOR PURCHASES WITH A VALUE OF
LESS THAN $1,000.00.
WHEREAS, Chapter 31A of the Code of the City of Miami Beach requires that all
procurement activities be performed by the Procurement Division; and
WHEREAS, the Procurement Division has developed a system which will enable
the ordering City departments/divisions to react quickly to minor operational needs through a less
complex purchasing method; and
WHEREAS, ordering agencies will adhere to established guidelines and the
Procurement Division will monitor the use of Small Purchase Orders for compliance.
NOW THEREFORE BE IT DUL Y RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that effective October 1, 1996,
there is hereby established a Small Purchase Order system for purchases which meet the established
criteria with a value ofless than $1,000.00.
PASSED AND ADOPTED this 25th day of September,
ATTEST:
Roluv~ f~~
CITY CLERK
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By LJMWltL
D:tG .Jtv 116--" .
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~
City Manager
A Resolution Esta 'shing a Small Purchase Order Procedure for Purchases with
a Value of Less Than $1,000.00.
SUBJECT:
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
BACKGROUND:
The current City Code, Chapter 31A, requires that all procurement activities be performed by the
Procurement Division. Even though small purchases are handled by telephone or fax quotes, because the
requisition travels from one office to another, the acquisition could take several days. A system has been
developed which will enable the ordering departments/divisions to react quickly to minor operational needs
through a less complex purchasing method.
ANALYSIS: _
In an effort to expedite the procurement process for small purchases with a value ofless than $1,000.00,
it is recommended that a Small Purchase Order system be established. Pre-numbered purchase order forms
will be distributed to all departments and divisions, and the using agencies will be required to obtain three
quotations, with one being from a minority vendor whenever possible.
U sing agencies will be expected to adhere to the guidelines which have been developed for the spa
system, and the Procurement Division will monitor compliance with these procedures and will have the
authority to revoke SPO privileges when abuse takes place. .
CONCLUSION:
The Administration recommends adoption of the Resolution establishing a Small Purchase Order system
for purchases which meet the established criteria with a value of less than $1,000.00.
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Attachment
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AGENDA ITEM
DATE
SMALL PURCHASE ORDER PROCEDURE
1. DEFINITION:
A Small Purchase Order (SPO) is an individual purchase order with a total dollar value of less than
$1,000.00 which is initiated by City of Miami Beach using departments/divisions. Small Purchase
Orders are used to obtain commodities and services through the competitive bid process or through
existing contracts. Three telephone or fax quotes are obtained by the using department, with one
quote being from a minority vendor, whenever possible. The only exceptions are "sole source"
purchases and emergency repairs, which require only one quote, and contract purchases. "Sole
source" purchase orders must be accompanied by a "sole source" statement from the vendor. Award
of the SPO is made to the lowest bidder meeting specifications.
SPOs may not be used to purchase: commodities or services available through an existing Purchase
Order or Standing Order; for computer hardware and software with a cost in excess of $1 00 per item;
for capital equipment; or for items which will be purchased periodically or more than once throughout
the year and should be purchased with a Standing Order.
2. POLICY:
Small Purchase Orders are designed to allow using departments/divisions to obtain small items which
are a one-time purchase directly from vendors, thus enabling the department/division to react quickly
to minor operational needs through a less complex purchasing method.
The following guidelines apply to SPO transactions:
A. Vendors must have a completed Vendor Application on file with the Procurement Division
and must have paid the annual vendor application fee. Blank applications may be obtained
by ordering departments and mailed or faxed to vendors with whom orders will be placed.
B. Commodities must not be available through other in-house services.
C. Commodities must not be capital equipment.
D. The ordering department must not have an existing Standing Order or Purchase Order for the
items/services being purchased.
E. The order must not total more than $1,000.
3. PROCEDURE:
A. Obtain SPO form from Procurement Division. Sequentially numbered forms are available in
packages of 50. To obtain the forms, persons authorized by the using departments/divisions
must sign for them. All copies of voided forms should be clearly marked "Void" and sent to
the Procurement Division.
B. Contact the Procurement Division if you're not sure if item/service is available on an existing
contract, or if you need the names of authorized vendors who can provide the required
commodity/service.
C. Place telephone calls to request price quotations and record information.
-Quote date
-Vendor name
-Quoted by:
-Payment terms
-FOB
-Delivery date
-Price
-Minority Vendor - yes or no
D. Complete SPO form and advise successful vendor of award by mailing or faxing the
designated vendor copy. If order is place by phone, mark SPO "Confirming - Do Not
Duplicate" to avoid duplicate order. Form to be completed with the following information:
-Vendor name, address
-Ship to
-Invoice to
-Date
-Payment terms
-FOB
-Date required
-Commodity Code
-Quantity
-Unit
-Description
-Unit price
-Amount - extension of unit prices
-Total - sum of extensions
-Department Head or authorized signature
-Contact name and date
- Minority vendor - yes or no
E. Distribute Vendor and Procurement copies ofSPO. Retain Department and Finance copy.
F. When invoice is received, it is to be signed by authorized receiver and attached to Finance
copy of SPO, which is forwarded for payment processing.
NOTE: The Procurement Division shall monitor the use of Small Purchase Orders for compliance
with these procedures and will have the authority to revoke SPO privileges when abuse takes place.
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