3029 ORDINANCE NO. 3029
AN ORDINANCE OF THE CITY OF SANFORD, FLORIDA,
ENDING CITY CODE, ARTICLE II, DEPARTMENT OF
FINANCE, BY THE ADDITION OF SECTION 2-22, TO
PROVIDE A PROCEDURE TO INSURE TIMELY PAYMENT OF
INVOICES AND TO PROVIDE A MECHANISM FOR THE
RESOLUTION OF DISPUTES ARISING FROM INVOICES;
PROVIDING FOR SEVERABILITY, CONFLICTS AND
EFFECTIVE DATE.
BE IT ENACTED BY THE PEOPLE OF THE CITY OF SANFORD, FLORIDA:
SECTION 1: Prompt Payment Procedure. In accordance with
Chapter 218, Part VII of the Florida Statutes, the City of Sanford
hereby adopts a procedure to insure the timely payment of invoices and
to provide a mechanism for the resolution of disputes arising from
invoices. Said procedure is attached hereto as Exhibit "A".
SECTION 2: If any section or portion of a section of this
ordinance proves to be invalid, unlawful or unconstitutional, it shall
not be held to impair the validity, force or effect of any other
section or part of this ordinance.
SECTION 3: That all ordinances or parts of ordinances in
conflict herewith be and the same are hereby revoked.
SECTION 4: That this ordinance shall become effective
immediately upon its passage and adoption.
PASSED AND ADOPTED this/~day of~~ .,
A.D. 1990.
ATTEST:
s 'e Cit~ Commissi~/of~'
City of Sanford, Florida
PROMPT PAYMENT PROCEDURE
AUgust 1, 1990
PROMPTP3
APPROVED:
A. Purpose:
To provide a uniform procedure for the determination of proper
invoicing and to provide' a procedure through which disputes
regarding invoices may be resolved.
B. General Information: ..
The "Florida Prompt Payment Act", F.S. Chapter 218 Part VII
requires thatlocal governments formally adopt definitions and
procedures to'ensure the timely payment bf .invoices and' to
provide a mechanism for the resolution of disputes arising from
invoices.
c. POLICY
1) It is the policy of the City of Sanford to pay all
invoices on receipt of a proper invoice provided that=-
the goods/services have been delivered, received and
accepted to the sole reasonable satisfaction of the
=~.~.,..City and that,~=~he, provider~,.,~s~..notin.~-~.default.~of ~{{any~-~=.~!
contract/agreement .terms 'or con~itions~. i~cl~ing flow
down requirements.
D. PROPER INVOICE
1) A proper'invoice is'defined as an invoice which
been received by the Chief Financial Office of the City
of 'Sanford and has at minimum: ,='. _.~='..-,'
0~igi ....
a) an hal .
b) vendor's name,.telephone number and mailing address
c).City.of.Sanford Purchase Order ~
d) invoice date ·
e) identification of receiving department
f) shipping date
g) delivery date
h) payment terms (including any applicable discounts)
i) adequate description of good/service foridentification
j) quantity
k) unit price
1) extended price
m) shipping/handling charges
n) total invoice amount
1
3) Invoices should be delivered to:
Accounts Payable
Finance Department
City of Sanford
P.O. Box 1778
Sanford, FL 32772-1778
Each invoice received by the City shall be date marked
on the date first delivered to the Finance Department.
The date so marked shall be the date on which the
invoice is received.
E. IMPROPER INVOICE
1) For invoices which are not proper, i.e. lacking in
one or more of the requirements for a proper invoice,
the vendor will be notified by Attachment "A" within 10
days of the receipt of the improper invoice that the
submitted invoice was improper.
F. DISPUTE RESOLUTION
1) In the event of a dispute, a representati*e of the
Finance Department, ordering department and-the
invoicing party shall meet to consider the complaint.
This procedure may be initiated by either. the vendor or
'~"~'i~ ..... the Clty~by n~tifying=.the~therIparty.=~in.~=writing.~an~`.!~=~.~.~`~.~.~
stating specifically, the nature of the dispute. This
procedure shall commence within 45 days (and be
resolved within 60 days) of receipt of a proper
invoice.
2) The invoicing party shall provide to the City such
material and information 'as the City may reasonably
require to resolve the dispute. ~!
3) Any"decision -by .the Finance Director
constitute the finaldecision of the City regarding'the
dispute. 'Such decision sh~ll be communicated to the
vendor in.writing within 5 business days after such
decision. If no decision is rendered within th~ time
period as set out above, then a decision against the
invoicing party shall be deemed to have been issued.
ATTACHMENT "A"
Your invoice number has been received by the
City of Sanford. Your invoice was not a "proper invoice"
according to City Policy requirements as listed below. Please
supply the following missing information so that we may process
your invoice for payment. Please take such action as necessary
to ensure all future invoices meet the requirements for a proper
invoice.
Your invoice was improper Because it was missing:
a) an original
· b) vendor's name telephone number and mailing address
c) City of Sanford Purchase Order Number
d) invoice date
e) identification of receiving department
f) shipping date
g) delivery date
.h) payment terms (including applicable discounts) '.
i) adequate description of good/service for identification
J) quantity
k) unit price
1) extended price
n) total invoice amount
Other:
ATTACHMENT "B"
Dear Vendor:
In order to assist in ensuring that payments for goods or
services provided to the City of Sanford are made on a timely
basis, the city is providing you with what is considered the
minimum requirements for an invoice to be deemed a "proper
~" for payment.
The City of Sanford requires that a proper invoice contain the
following minimum information:
a) an original
b) vendor's name, telephone number and mailing address
c) City of Sanford Purchase Order #
d) involde date
e) identification of receiving department
f) shipping date
g) delivery date
h) payment terms (including any applicable discounts)
i) adequate description Of good/service for identification
j) quantity
k) unit price
1) extended price
m) shipping/handling charges
n) total invoice amount
It is the policy of the City of sanford to pay all invoices on
receipt of a proper invoice provided that the goods/services have
been delivered, received and acceptedto the sole reasonable
satisfaction of the City and that the provider is not in default
of any contract/agreement terms or conditions, including flow
down requirements... '.
CERTIFICATE
I, Janet R. Donahoe, City Clerk of the City of Sanford,
Florida, do hereby certify that a true and correct copy of the
foregoing Ordinance No. 3029 PASSED AND ADOPTED by the City
Commission of the City of Sanford, Florida, on the 10th day of
September, 1990, was posted at the front door of the City Hall in
the City of Sanford, Florida, on the 12th day of September, 1990.
In witness whereof, I have hereunto set my hand and the
official seal of the City of Sanf~rd, Florida, this 12th day of
September, 1990.
~s~vt~of Sanfore, Florida.