659-LAP Certificationcity of sanfora
Local Agency Program (LAP) Certification Request
Submitted by
The Department of Engineering and Planning
July 18, 1997
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MEMORANDUM
To:
Via.'
From:
Date:
Re:
Mayor and City Commission
William Simmons, City Manager
'
July 18, 1997
Local Agency Program (LAP) Application
The purpose of the Local Agency Program (LAP) is to establish uniform practices for authorizing
local governments to use federal-aid funds for project planning, project development, design and
construction.
The City of Sanford Department of Engineering and Planning has completed a final copy of the
LAP Application to submit to the Florida Department of Transportation (FDOT) for approval.
Once LAP certified, the City of Sanford can administer the design and construction of the Lake
Monroe Riverwalk and be reimbursed by the Federal government. LAP certification allows local
governments to have direct control and flexibility over a federally assisted project, such as the
Lake Monroe Riverwalk which has been awarded Intergovernmental Surface Transportation
Efficiency Act (ISTEA) funds. Over $300,000 is currently available for design and engineering
of the Lake Monroe Riverwalk.
Recommend the City Commission Approve the Local Agency Program (LAP) Application
and Mayor Larry Dale sign the Local Agency Certification Qualification Agreement
contained in the LAP Application.
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
.7/18/97
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
BRIEF DESCRIPTION OF LOCAL AGENCY
(FULL CERTIFICATION)
The City of Sanford is located in Seminole County in the east central region of the State of Florida.
Sanford has a population of 35,279 as of April !, 1996. The City is governed by the Sanford City
Commission which consists of four commissioners and one mayor. The City's administrative
functions are the responsibility of the City Manager. Sanford employs approximately 438 people.
The Department of Engineering and Planning is charged with providing professional services in the
areas .of comprehensive planning and research, development review, land use, zoning, engineering,
historic preservation, mapping and graphics. The Department is responsible for protecting the public
health, safety and welfare by coordinating all land development activities in a manner responsive to
citizen needs and growth management objectives. The Department is headed by Jay Marder, AICP,
Director of Planning and Development. The Engineering Division is managed by the Bob Walter,
P.E., Professional Engineer. The Department of Engineering and Planning organizational chart is
attached in the following section.
The Department of Public Works is charged with facility maintenance; fleet maintenance, street
maintenance. stormwater management and solid waste collection. Public Works consists of five
divisions: Facility Maintenance, Fleet Maintenance. Streets, Solid Waste and Administration. The
Department of Public Works employs 83 persons and is headed by Jerry Herman, Director of Public
Works. An organizational chart of the Department of Public Works is attached in the following
section.
The Finance Department is charged with managing the financial affairs of the City. This includes
debt, investments, revenue collection, cash disbursements, accounting and financial reporting. The
Finance Department is responsible for maintaining reasonable internal controls to safeguard the
City's assets and ensure the timely and accurate recording of transactions in accordance with
accounting standards for state and local govemments. In addition, Finance is charged with providing
timely response to the City' s elected and appointed officials on issues affecting the current and future
financial affairs of the City. The Finance Depart.ment is headed by Sandra L. Moore, C.P.A., Acting
Director of Finance. The Finance Department organizational chart is attached in the following_
section.
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
CITY OF SANFORD ORGANIZATIONAL CHARTS
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
STATEMENT OF QUALITY ASSURANCE
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
STATEMENT OF OUALITY ASSURANCE
The City of Sanford is committed to implementing all Federal Highway Administration (FHWA)
assisted projects in accordance with the Local Agency Program (LAP) Manual, and all applicable
Federal, State and local requirements. The City of Sanford will employ all necessary resources to
ensure meeting all project goals and objectives. We affirm our pledge to partner with the Florida
Department of Transportation and the Federal Highway Administration to successfully implement
capital projects in the City of Sanford.
Professional Engineer
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
LOCAL AGENCY CERTIFICATION QUALIFICATION AGREEMENT
N'I'ATI! OF FI.OKtDA I)I~I'ARTMI:NT ( F TRAN-~ ~()K f-VI'IC)N
LOCAL AGENCY CERTIFICATION QUALIFICATION AGREEMENT
/*"'AGENCY City of Sanford AGENCY NO.
I'.,:hibit I-3-2
I(~R~,I
IIN..V<CI \1 I'l ANNING
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I'.,cc I ,,f 2
The noted agency hcrcby agrees to comply with the following requirements when developing all prqiects on the Federal
Aid Highway Systems:
The Local AgenO' Procedtn'es and all policies and guidelines promulgated by the State of'Florida Department of
Transportation (FDOT) which accomplish the policies and objectives set tbrth in Title 23, U.S. Code, Highways
and the Regulations Issued Pursuant Thereto.
The overall approval authorities and conditions will be as follows:
a. The designs will be reviewed and approved by the following State of Florida registered Professional Civil
Engirteer.
Professional. Engineer, Department of Engineering and Planning
Position Title Only
The hearirtg's findings (if required) will be reviewed and approved by the following official or of~cials~
Director of Planning and Development
Position Tide or Titles Only
The contract plans. specifications and estimate of cost will be reviewed and approved by the tbllowing State
of Florida registered Professional Engineer.
Professional Engineer, Department of Engineering and Plannia~'
Position Title or Titles Only
d. Agreements will be signed by the following responsible local official:
(1) Railroad Mayor or Desiqnee
Position Title Only
(2) Utility
(3) ('onstHlanl
(4) Technical Scrviccs
Mayor or Des ignee
Position Title Only
Mayor or Des ignee
I'ositi,n 'l'itlc ()aaly
Mayor or Des ignee
Position Title Only
c. '['hc award d' contract will bc signed by the following responsible official.
Mayor or Desiqnee
Position '['itlc Only
All t~rojccts will bc constructed in conlbrmancc with the State of Florida Department of Transportation
currout-,%'/(mda/'d ,%~erifi('ctti{nl.v.fbr [?oad and [h'l'cLqe Con.~trttc[icnt ~t~/(l such specifications and standards
thitt lift}eli f} lhcsc sl>ccil'ic;tti<nls ;ts
3.
The Contract Administration will be supervised by the following State of Florida registered ProfessionS,
Civil Engineer.
Professional Engineer., Dept. of Engineering and Planning
Position Title Only
Construction Administration and Material Sampling and Testing will be accomplished in accordance with
the FDO'F Ct,lslrttcliott Project dthtlillislt'atiotl Manttal (('PAM) and Sanlpling 7~'sting ttnd Reportitzg
( ;tddt'.
l'hc agency agrees Ihat Ihcy have Ihc means to it,'ovidc adequate cxpcrlisc and will have supira,-( staff available
I. pcrlimn lhc f'unclions being subdelegated. The st,plm,'( slaff may inch,de co,~sultanl or slate services.
'l'l~c .otcd isgc.cy 4grccs to sulmm tim nanms of the approving authorities noted in Sccti{m 2 above with each
project prospectus.
All projects under Local Agency Certification shall be available for review b'y the 'FHWA and the State at any
time and all project documents shall be retained and available for inspection during the plan development and
construction stages and for a three year period following acceptance of the project by FHWA.
The FDOT District Local Agency Program Adminstrator's approval of the local agency certification may be
rescinded at any time upon request by the local agency o,' if in the FDOT's District Local Agency Progran~
Administrator's opinion it is necessary to do so. The rescission may be applied to all or part of the programs
or projects approved in the local agency certification.
Mayor
July 29, 1997
Dale, I)atc
STATE OF FLORIDA DEPARTMENT
OF TRANSPORTATION
Approved By:
District Secretary
Date
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
PLANNING AND DEVELOPMENT
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
PLANNING AND DEVELOPMENT
II.
II.
SCOPE
Develop and continue to update plans for the construction of roadways, bridges, parking
facilities, bicycle transportation, pedestrian walkways, highway safety improvements, hazard
mitigation. highway research and development, traffic monitoring and management, surface
transportation planning programs, Landscaping/scenic beautification, historic preservation,
capital improvements and the rehabilitation and operation of historic transportation
buildings.
RESPONSIBILITY
The Director of Planning.and Development is responsible for all planning activities.
BRIEF DESCRIPTION OF PROCESS
The City of Sanford adopted its-Comprehensive Plan in 1991. The Comprehensive Plan
contains multiple elements, including but not limited 'to, a Traffic Circulation Element, ·
Historic .Preservation Element and Capital Improvement Element. Each element is made up
of Goals, Objectives and Policies.
The City of Sanford will adopt its Bicycle and Pedestrian Master Plan by 1999. The Bicycle
and .Pedestrian Plan is a long range plan detailing the City's bicycle and pedestrian facilities.
The goal of the Bicycle and Pedestrian Master Plan is to increase the use of alternate
transportation modes by implementing a system of safe, economical and efficient bikeway
and pedestrian facilities and by supporting related programs.
Level of Service (LOS) Standards are used as an indicator of the degree of service provided
by a public facility based on its operational characteristics. LOS shall indicate the capacity
per unit of demand for each public facility. The LOS standards shall be used to determine if
public facilities and services are adequate to support the impacts of new development. The_
GMP establishes the LOS Standards for roads, wastewater, parks, stormwater, solid waste,
potable water and mass transit.
Based on the requirements of the Comprehensive Plan, the City identifies needed projects
in its annual Capital Improvements Program (CIP). The CIP is a proposed schedule for the
expenditure of funds to acquire or construct needed improvements over the next five-year
period. CIP project programming is determined based on whether a project is a critical
deficiency. existing deficiency. needed for repair and replacement or is a future need/planned
expansion. The purpose of the CIP is to coordinate all capital improvements identified by
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individual departments into a five-year financially feasible program. The CIP weighs the
City's capital needs against available funding to establish priorities.
IV. QUALIFICATIONS
Qualifications are listed in Attachment A.
CITY OF SANFORD
ENVIRONMENTAL ASSESSMENT
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CITY OF SANFORD
ENVIRONMENTAL ASSESSMENT
II.
III.
IV.
SCOPE
The preparation of environmental assessments is done by either "in-house" personnel or
through the consulting firm who will design the project.
RESPONSIBILITY
The Professional Engineer or Project Manager supported by the Public Works Director or
Director of Planning and Development and a staff of experienced project managers (for
consultant designed projects) and the design Manager (for "in-house" .designed projects) will
be responsible for all preparation of environmental assessments.
BRIEF DESCRIPTION OF PROCESS
'The Project Management staff will ensure that all projects are evaluated in accordance with
the requirements of all local, state and federal agencies.
QUALIFICATIONS
For qualifications see Attachment A.
NOTE: The City of Sanford is aware that the Environmental Assessment phase of project
development is the responsibility of FDOT in concert with the Federal Highway Administration
(FHWA). Final environmental determination is therefore the responsibility of FDOT and FHWA.
The Local Agency may develop. the documentation for the environmental determination for FDOT
review.
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
DESIGN
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
DESIGN
II.
III.
IV.
SCOPE
Develop a detailed design and produce contract documents for projects which the City of
Sanford expects to receive assistance. Projects include sidewalks, bikeways, rails to trails
projects, signage and striping of roads and bike lanes, road improvements, alternate
transportation and enhancement projects, parking garages, park and ride lots, multi-modal
facilities and transit related systems and facilities.
RESPONSIBILITY
The Professional Engineer of'the Department of Engineering and Planning coordinates and
is responsible for all design activities.
BRIEF DESCRIPTION OF PROCESS
After a consultant is selected following the City of Sanford policy and procedures and after
negotiations am finalized based on the scope of work advertised in the Request for Proposal,
the contract is executed by the Sanford .City Commission and the design consultant. The
activities of the design consultant are supervised and coordinated by the Project Manager
under the direction of the Professional Engineer (Professional Engineer may serve as Project
Manager). The goal of the Project Manager is to achieve total coordination of the consultants
to ensure a coherent design in full compliance with design criteria, schedule, budget, City,
State and Federal Policy.
The Project Manager supervises the design activities by means of monthly or bi-weekly
meetings with the designers supplemented by meetings with individuals onspecific issues.
Design problem solutions developed by a design team member are shared with all other
members of the design team as well as other City agencies. Coordination of design is
achieved by joint technical meetings which resolve conflict issues and, under City guidance,
result in a unified approach to problem solution.
QUALIFICATIONS
The Design and engineering team typically would include members from the consulting firm,
the Department of Engineering and Planning, Public Works Department and the Utility
Department. The qualifications of the Professional Engineer, Director of Planning and
Development, Director of Public Works and Utility Director are included in the Attachment
A. Organizational charts are also included in this report.
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
ESTIMATING
II.
III.
IV.
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
ESTIMATING
SCOPE
To develop comprehensive and detailed cost estimates for all projects.
RESPONSIBILITY
Rests with the Professional Engineer
BRIEF DESCRIPTION OF PROCESS
A preliminary cost estimate is provided at the 30% level, with pertinent back-up and
adequate contingency as necessary.
At the 60% level, a comprehensive and detailed cost estimate shall be developed.
The cost estimate shall be organized in the CSI format for buildings and structures and in the
FDOT cost estimating format for civil work and shall include a detailed quantity take-off as
well as pricing of all items based on current local conditions.
Allowances will be made for difficulty factors during construction and any
scheduling/staging considerations.
The estimate shall include all back-up calculations, phone quotes, etc.
The final cost .estimate CEngineer's Estimate") is done at the completion of the design stage
as part of the final submittal of the Construction Documents. The estimate shall be based on
unit prices and conform to the FDOT cost estimating system to the greatest extent possible.
Either a City employee or the Continuing Services Consultant for the Construction
Management Services will provide services to the Construction Manager during the
negotiations of Change Orders to the Contract.
QUALIFICATIONS
Qualifications of City personnel are shown in Attachment A.
CITY OF SANFORD
RIGHT-OF-WAY
CITY OF SANFORD
RIGHT-OF-WAY
I. SCOPE
Provide complete right-of-way process for all projects in compliance with all local, state, and
federal regulations. These services include land surveying, right-of-way engineering,
appraisals, review appraisals, acquisition, relocation and eminent domain proceedings.
II. RESPONSIBILITY
Responsibility rests with the Professional Engineer of the City of Sanford for all surveying,
base maps and plats. The real estate/acquisition responsibility rests with the Finance
Department of the City of Sanford.
III. BRIEF DESCRIPTION OF THE PROCESS
The right-of-way process consists of the following stages: land surveying (Second Order,
Class H, and Topographic); title search (ownership and parties of interest); right-of-way
engineering (prepare right-of-way maps, sketches and parcel data sheets); appraisal of
property; contacting property owners for joint development proposals; acquisition through'
settlement or eminent domain (condemnation); relocation of residents (owner occupied or
tenant occupied),' business and non-profit organizations from the right-of-way; property
management of the property between the date of possession is secured and clearance is.
required; and clearance, through demolition of improvements in the right-of-way.
IV. QUALIFICATIONS
The qualifications of the Professional Engineer and Director of Finance are shown in
Attachment A.
NOTE: The City of Sanford realizes that Right-of-Way Certification to FHWA is the responsibility'
of FDOT. The Local Agency may however submit background documentation to FDOT to support
right-of-way determination.
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
CONSULTANT SELECTION
CITY OF SANFORD
LOCAl., AGENCY CERTIFICATION REQUEST
CONSULTANT SELECTION
II.
III.
SCOPE
Consultant professional services may be required from qualified firms to provide planning,
design and construction phase services. The selected consultants may be required to provide
electrical and mechanical engineering, architecture, !and surveying, cost estimating,
permitting, engineering, drafting and other areas. The work may include, but not be limited
to review of design and specifications prepared by others, assistance to City Staff in
conducting specialized engineering tasks, inspections during construction, shop drawings ·
review, construction claims resolution and any other tasks may be required.
RESPONSIBILITY
Responsibility rests with the City Commission supported by the Professional Engineer
Director of Planning and Development, Project Manager and Director of Public Works. A
copy of the City procedure is shown in Attachment B.
BRIEF DESCRIPTION OF PROCESS
The process consists of three basic steps as follows:
( 1 ) Certification
Any firm or individual desiring to provide professional services to the City must first be
certified by the City as qualified pursuant to law and the regulations of the City. Among the
hctors to be considered are the capabilities, adequacy of personnel, past record, and
experience of the firm or individual. The selection committee reviews statements of
qualification and performance data submitted in response to the public announcement
advertising for professional services. Additional criteria for certification is provided in
Attachment B.
(2) Selection
A selection committee appointed by the City Commission and is comprised of the City
Manager, the Department/Division/Office director and staff employees having knowledge
and interest in the project. The selection committee meetsto review consultant expressions
of interest in connection with an advertised project. The selection committee may interview
firms. The firms are short listed in rank order. The ranked firms are submitted and
recomnmnded to the City Commission. With Commission approval, the top firms are
brought to negotiation in rank order.
IV.
(3) Negotiation
The negotiation committee is appointed by the City Commission and consists-of the City
Manager or designee, the City Attorney or designee, Department/Division/Office Directors
and staff members having knowledge and interest ~ in the project requiring prof~.ssional
services. The negotiation committee will negotiate a contract with the firm rankedas most
qualified, at a compensation which the agency feels is fair and reasonable. If unsuccessful
with the first-ranked firm, the committee attempts negotiations with the second-ranked firm.
If unsuccessful again, the process is repeated with the next highest firm until a mutually
agreeable contract is concluded.
QUALIFICATIONS
Typically, the selection committee includes the Project 'Manager, a member of the user
agency, a representative of the Purchasing Agent and members selected by the Department
of Engineering and Planning and the Public Works Department. --
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
BID AND AWARD
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
BID AND AWARD
II.
III.
SCOPE
The bid and award process includes the letting of construction and systems contracts,
coordination of addenda, bid opening, bid tabulation and evaluation, and contract award and
execution. All bidding shall be done in accordance with the Local Agency Program (LAP)
Manual and all applicable Federal, State and local requirements.
RESPONSIBILITY
The responsibility' for bid and award rests with Professional Engineer. The public opening
of sealed bids is coordinated by the Purchasing Office. Final approval lies with the Sanford
City Commission.
BRIEF DESCRIPTION OF PROCESS
Review and Certification of PD&E and RTW
This review.will include an interdisciplinary check and a constructibility review. Likewise;
no contract will be advertised without the right-of-way being certified to FHW.~. 'Prior to
· advertising any bid package the PD&E shall be approved in writing by FHWA.
Funding
Contracts will be advertised only after a statement is received from Federal Project Office
indicating that the necessary funds are available.
Bidding Procedures
Construction contracts are bid competitively through sealed bids and are awarded to the
lowest responsive and responsible bidder. Bid security of not less than 10% of the bid
· amount is required with each bid. Qualifications of bidders are clearly specified in the
contract terms and conditions. The DBE participation goal included in the contract is part of
the bidding requirement. The City of Sanford's "front end documents", which includes the
instructions to bidders, all necessary forms, general conditions of the contract, and.
supplementary conditions of the contract shall be used.
Proposal Preparation
The City of Sanford will provide forms for the submittal of bids. The contract's terms and
IV.
conditions include instructions on how the bid forms are to be completed. Forms for the DBE
participation are included with he solicitation. All bid packages include the Davis-Bacon
wages that the contractor must comply with.
Advertisin~ (Letting)
Projects are advertised for a minimum of two (2) weeks. The bid is advertised in one local
newspaper, which reaches all segments of the community. It is the expresses policy of the
City of Sanford not to discriminate. All advertising shall be in accordance with all applicable
federal, state and local requirements.
Bid Opening
Sealed bids are received by the Purchasing Agent and are opened and read publicly at the Bid
Opening. The City Attorney may review the bids for conformance with the requirements of ·
the Instructions to Bidders section of the document.
Bid Evaluation
After bids are opened they are delivered to the City of Sanford Professional Engineer/Project
Manager for evaluation. All contractor qualifications shall be verified as part of the bid
evaluation. The Project Manager shall prepare a bid tabulation and check all mathematical
calculations on the contractor's bid requirements. The bids are compared with the
Professional Engineer's estimate (and FDOT's estimate, if available) to check. for any bid
imbalances. If the bid evaluation process determines that the lowest bidder is not qualified,
the City of Sanford will provide documentation supporting its decision.
Award of Contract
After the bids have been tabulated and evaluated in accordance with the appropriate
procedures, the City of Sanford will submit an award recommendation to the local LAP
Administrator. All bid protests will be handled in accordance with City of Sanford Policy and
Procedure; After FHWA and City Commission approval, the City will inform the contractor
of its intent to award the contract in writing. All contract awards are approved by the City
Commission.
Contract Execution
All contractor registrations and licenses will be verified as part of the bid evaluation process.
Prior to execution of the contract by the City the contractor's insurance and bonds are
reviewed and approved by the City Attorney.
QUALIFICATIONS
The qualifications of personnel are listed in Attachment A.
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
CONSTRUCTION
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
CONSTRUCTION
II.
llI.
SCOPE
The administration of the construction of projects is done by in-house staff. Specialty
consultants are used on an as needed basis. The project is inspected daily from Notice-to-
Proceed to the Close-out, ensuring timely completion in compliance with FHWA and FDOT
requirements.
RESPONSIBILITY
The Professional Engineer and Director of Public Works with staff consisting of the Project
Manager and experienced Inspection Team members and field representatives will be
responsible for the construction. Scheduling, budget and cost control functions will be
performed by this staff.
BRIEF DESCRIPTION OF PROCESS
The Project Manager and Construction Inspection staff will represent the City in the on-site
day-to-day management of the construction activities.
The Project Manager and Construction Inspection staff will:
( 1 ) Supervise and monitor construction
(2) coordinate with FDOT and all local agencies
(3) evaluate claims and change recommendations
(4) monitor DBE, Davis-Bacon and EEO compliance through appropriate
designated staff.
(5) perform other tasks as required to support the construction effort
(6) review and approve construction schedules and monitor progress against
same
(7) regularly inspect all construction activities
(8) review and recommend for approval all construction services
(9) review and evaluate construction value engineering proposals
(10) conduct or supervise surveying and acceptance testing
(1 !) develop punch lists and recommend acceptance of completed work
(12)
(13)
measure, review and approve for payment all bid item quantities submitted
perform miscellaneous engineering and quality control services in support of
the construction
Quality assurance may be performed by specialty consultants with direct access to the
construction manager.
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IV.
QUALIFICATIONS
Qualifications are shown in Attachment
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
FISCAL MANAGEMENT
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
FINANCIAL MANAGEMENT SYSTEMS
(See Attached Comorehensive Annual Financial Reoort-CAFR for more detail)
FINANCIAL REPORTING
The City's accounting system conforms to generally accepted accounting principles and to
governmental accounting and financial reporting standards. Additional ly, the system complies with
the accounting principles embodied in he American Institute of Certified Public Accountants, Audits
of State and Local Governmental Units, Chapter 10.550 of the Rules of the Auditor General and all
other authoritative guidelines where applicable.
The accounting records for the General Fund, SpeCial Revenue, Capital Projects,' Debt Service and
certain agency and trust .funds are maintained on a modified accrual basis with revenues being
recognized when they become measurable and available, while expenditures are recordedat the time
liabilities are incurred.
ACCOUNTING SYSTEM AND BUDGETARY CONTROL
In developing and evaluating the accounting system; consideration is given to the adequacy of
internal control structures. Internal control structures are designedto provide reasonable assurance
regarding the..safeguarding of assets against loss from unauthorized use or disposition and the
reliability of financial records for preparing financial statements and maintaining accountability for
assets. The concept of reasonable assurance recognizes that the cost of the control should. not exceed
the benefits likely to be derived and the evaluation of costs and benefits requires estimates and
judgements by management.
All internal control evaluations occur within the above framework. The City's existing internal
control structures adequately safeguard assets and provide reasonable assurance of proper recording
of financial transactions.
The City uses an automated accounting system which accommodates the use of a line item budget,
integrating the budgetary and accounting functions. The level of budgetary control, the level at
which expenditures cannot legally exceed the appropriated amount, is established at the object or line
item level. Budgetary control is maintained through the use of an encumbrance accounting system.
When a purchase order is issued, a corresponding amount is recorded as a reservation of the
available appropriation for the respective line item. The reservation or encumbrance is released when
payment is made. Purchase orders which result in an overrun of object balances are not accepted
until additional appropriations are made available. Open encumbrances are reported as a reservation
of the fund balance at September 30. Since Appropriations lapse at the end of the fiscal year, the
reserve for encumbrances must be subsequently reappropriated in the fol Iowing year.
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
CAPABILITY FOR MATCHING FEDERAL FUNDS
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
CAPABILITY FOR MATCHING FEDERAL FUNDS
CAPABILITY FOR MATCHING FEDERAL FUNDS
The City of Sanford generates revenue from various sources: taxes, licenses, fees, user charges,
permits, etc. These revenues are utilized for operations and through the budget process and
coordination with the Capital Improvement Plan are used to provide funding for capital improvement
and construction projects.
REVENUESUMMARY
Ad Valorem taxes are the primary general revenue sources for the City of Sanford, and are based on
assessed property values and the millage rate set by the City Commission. Additional revenue is
generated through licenses, permits, fines, charges for services and stormwater utility fees. The City
also receives State revenue sharing from various tax revenues.
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CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
ATTACHMENT A
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Resume of
Robert J. Walter,
Professional Engineer
City of Sanford
P.E.
Experience: ........ ,.-
1996 to present - City of Sanford - 300 North Park Avenue, Sanford, Florida
Professional Engineer: responsibilities include all City engineering tasks including design,
analysis, permitting, and construction management of City infrastructure projects, review
of land development for proposed private and public development projects for
compliance with City engineering criteria and requirements, interim and post
construction inspection for compliance with City regulations and permitted activities.
1994 to 1996 - Lochrane Engineering Inc.- 201 South Bumby Avenue, Orlando, Florida.
Project Manager: Project manager for land development projects included design,
analysis, permitting and construction management. Duties include: potable water, sanitary
sewer, stormwater, parking lot and pavement designs, permitting through FDOT,
SJRWMD, FDEP, ACOE, and other local, state and federal regulatory agencies.
1978 to 1994 - Martin Marietta - Sand Lake Road, Orlando, Florida
Staft Engineer: Facilities Engineering Department responsible for National Defense.
Project Facility requirements including explosion proof buildings, secured areas, warhead
storage bunkers, radar test ranges, manufacturing facilities, water and wastewater
systems, and stormwater facilities. Responsible for the design, analysis, surveying and
contractor coordination of these projects.
Licenses:
Professional Engineer - State of Florida #32080 - 1982
Certified General Contractor - State of Florida - 1980
Education:
BSE - Civil Engineering - University of Central Florida - 1977
Post Graduate work - Civil Engineering - University of Central Florida - 1978-1980
Jay R. Marder, AICP
Director of Planning and Development, City of Sanford since 1991
Administer the City's planning, zoning, engineering, transporation planning;
redevelopment and historic preservation functions.
President, Florida Planning and Zoning Association (1996)
Received George W. Simmons, Jr. Memorial Award in October, 1992 from the
Florida Planning and Zoning Association for outstanding achievement and
contribution to the profession.
American Institute of Certified Planners
American Planning Association
· Resident of Florida for 23 years
Worked for:
City of San Jose, California;
City of Leesburg, Florida;
Marion County Govemment in Ocala, Florida;
Planning consultant in Orlando.
· Numerous articles published on various urban planning subjects.
Rede~zelopment and economic development in Quality Cities, the Florida League
.of Cities magazine plus numerous articles about streetscape design standards,
citizen participation in planning, and geographic information systems in
professional magazines such as City and State, InfoTEXT by APA's Information
Technology Division and Overview, FPZA.
Received Master of Urban and Regional Planning degree from San Jose State
University; Received Bachelor Degree of Behavioral Sciences from San Jose
State University; Currently enrolled in Master of Public Administration program at
University of Central Florida.
June, 1997
RESUME OF:
Paul Robert Moore
SIGNIFICANT WORK EXPERIENCE
July 1983 to Present: City of Sanford, Florida.
Utility Director, which administers to a department of 85
employees responsible for the water and wastewater utilities
of a full service City. Duties include engineering, design,
and construction of various utility projects, administration
of a department with over a 6 (six) miliion dollar annual
budget, responsible for customer billing, employee
supervision, and interaction with various public, private, and
governmental agencies.
May 1981 to Julv 1983: City of South Daytona, Florida
Public Works Director, which administers to a department
responsible for the water and wastewater utilities, streets,
drainage, parks, building maintenance, and other functions of
a municipal government. Duties included engineering and
design of various projects, administration of a department
with over a one million dollar annual budget, employee
supervision, .andinteraction with various public, private and
governmental agencies.
February 1979 to May 1981: East Central Florida Regional Planning
Council, Winter'Park, Florida. Environmental Engineer,
responsible for the continuing planning process for the
Orlando Metropolitan Areawide Water Quality Management Plan
(208). Primary efforts.included drainage basin assessments,
water pollution abatement strategies, grant evaluations, and
technical assistance on project reviews. (DeVelopment of
Regional Impact, DRI)
January 1978 to June 1979: University of Central Florida,
Orlando, Florida. Graduate Research Assistant, primary
efforts in laboratory research. Area of research included
stormwater runoff analysis, sedimentation studies of runoff,
and nutrient removal from stormwater by chemical
precipitation.
June ].976 to September 1976: City of Orlando Wastewater
Department, Orlando, Florida. Wastewater Treatment Plant
Operator, responsible for daily opeation and maintenance of a
wastewater nreatement plant and lift stati. on network.
Resume:
Paul Robert Moor~' ~
Page 2
EDUCATION
UNIVERSITY OF CENTRAL FLORIDA (formerly Florida Technological
University), Orlando, Florida
Master of Science in Engineering (M.S.E.) - December, 1980
Major: Environmental Engineering
FLORIDA TECHNOLOGICAL UNIVERSITY, Orlando, Florida
Bachelor of Science in Engineering (B.S.E.) - December,
Major: Environmental/Civil Engineering
1977
RESEARCH
University of Central Florida, Department of Civil Engineering
and Environmental Sciences.
Research sponsored by the United States Environmental Protection
Agency, the City of Orlando, and the University of Central
Florida. The area of research involves water quality
responses due to pollutants from stormwater runoff, lake
restoration, and nutrients removal from stormwater by chemical
precipitation.
ORGANIZATIONAL AF'FILiATIONS
American Water Works
Association
National Society of
Professional Engineers
Florida Engineering Society
Fiorida Pollution control
Association
Water Pollution Control
Federation
American Public Works
Association
SUPPLEMENTAL INFORMATION
Professional Engineer (P.E.) - State of Florida Registration
C
CHRISTOPHER O. SMITH
426 Tanglewilde Street
Apopka, Florida 32712
(407) 880-3381
PERSONAL:
Date of Birth:
Marital Status:
Children:
May 14, 1963
Married 1984, Ronell Golder Smith
Lauren Naomi Smith
Kirstcn Goidcr Smith
II. CAREER OBJECTIVE:
I am currently seeking a position with a Facility Planning and Construction Department
which can benefit from my .capabilities, as .a Project Coordinator owners representative, and where I can
continue to develop my personal skills. I am very resourceful, energetic, and ve.ry proficient at problem
solving. ! welcome challenging responsibilities and have proven myself to ~vork well under pressure. I
work well with contractors and I am very efficient with all A.I.A. and district procedures.
IlL EDUCATION:
High School:
College:
Apopka High School/1981
Valencia Community College - AA Degree 1986
D.O.E. Uniform Building Code Inspector - (State High School)
State Certified Educational Facilities-Expires 11/16/99
Task force for Architectural Reuse of Facilities
Task force for D.O.E. Project Review
Task force for Contractor Evaluation
Task force for Automated Warehouse Procedure
IV: WORK EXPERIENCE:
1986-1996
Orange County Public Schools
Facilities Planning and Construction
Responsibilities:
Christopher O. Smith
O~w~crs Representative. Project approx. 10-20 rail. per year
Administrator. UBC Inspector
page 2
C
PROJECT ADMINISTRATION AND DESIGN:
Apopka High School & 9th Grade Ccntcr. Cypress Springs Elementary, Orange County School Board
Educational Leadership Center Interior, Area North Maintenance. Lockhart Cafetorium/Kitchen, Colonial
High School Guidance, Mid-Florida Tech PBA Building, Winter Park High Locker Room, Colonial High
School Bleachers, Apopka High School Bleachers, West Orange Bleachers, Apopka Middle School
Locker Room, Dr. Phillips High Industrial Art Suite, Winter Park High Industrial Room, Evans High
Weight room, Pin Oak Drive Improvements, Apopka High 100 Renovations, Dream Lake Administration,
Pine Castle Administration, Grand Avenue Administration, Tampa Avenue, Audubon Park
Administration, Dover Shores Administration, Ivey Lanc Administration, Lake Como Administration,
Apopka/West Orange Concession Stand, Lake Como Media Center, Pine Hills Media Center, Lakeview
ESE Suite, Drivers Education Ranges and Tennis Courts for the Orange Count)' School District,
Lakeview Media Center, (6) Family Service Centers, Wymorc Career Track and Field. Tech Education
Labs for: Apopka high School, Jones High School and West Orange high School, Various Renovations,
Repairs.'
1985-1986
Spillis Candela & Partners, Inc.
Architects Engineers Planners
Responsibilities:
Major Projects:
Construction Administration, Architectural
Representative
(The following is a list of jobs where I had
major responsibilities).
Project
Owner Est. Const. Cost
in Millions
Red Lobster &
Olive Garden Restaurants
South East Bank
North Florida Operation Center
Orange County Elementary School
"B" (Clarcona Elementary)
General Mills
Restaurant Group
South East Bank 2.6
Orange Counw 4.5
School Board
+-1.5 each -
Christopher O. Smith
page 3
1985 April/Sept.
Weller Pool Construction Co. Commercial Pool
Contractor
Responsibilities:
Job Foreman. Concrete Form work, complete pool
operation system for major commercial complexes.
Project
Owner Est. Const.
Cost
Winter haven Retirement Park
Marriot Hotel Disney World
Marriot Hotel, Inc.
$200,000
$400,000
1984-1985
Responsibilities:
Fred B. Shipman & Associates
Architects Planners
Construction Administration, design consultant
Project Owner Est. Cost
Bits & Bytes Computer Learning
Bits & Bytes, Inc.
Auto Service Centers
Lake Mary Shopping Center
Commercial Site
Selectors
$250,000
$ 80,000
Commercial Site $I000,00
Selectors
1983-1984
Anderson Custom Homes
Responsibilities:
Construction Administration/Supervision, Drafting
of all construction drawings and presentations. Award
winning custom home designs.
Christopher 0. Smith
page 4
1976-1983
Lumberjack Enterprises, Inc.
Contractor & Hardware Supply
Responsibilities:
(Family Owned)
Salesman and inventory control, construction material
review and update, also construction advisory on
methods and techniques.
COMMENTS:
I am very. efficient with computers, networking and fiber optic technologies.
Architectural Designing Construction means and methods. Also, growing
up in a family owned contractor supply business, I quickly learned material,
means and methods which started my career.
REFERENCES:
Robert Gallardo
.Orange County Public Schools (Retired)
(407) 352--0031
Michael R. Cooper
Cooper Construction
(407) 889-25 I0
Doug Krenzcr
Hunington Bank
(407) 862-2265
Robert Bagley
Wcller Pool Construction
(407) 876-0522
Zeke Kinney
Apopka High School
(407) 8894194
Curtis Edwards (Retired)
Orange County Schools
(407) 352-0031
Dr. Robert Cascadden(Retired)
Orange County. Schools
(407) 8964)530
Joe Joyner
Orange County School
(407) 317-3200
Larry Payne
Orange County Schools
(407) 31%3200
Robert O. ~Smith
Lumberjack Ent.
(407) 8894111
Pat Bass(Retired)
Orange County Schools
(407) 521-2335
John Jordon/Guy Butler
Spillis Candela & Partners
(407) 677-I 133
Larry Hardesty
Hedron Construction
(407) 4224220
Fred Shipman
Shipman & Associates
(407) 660-0404
C
Sandra L. '914oore,
' C
1295 N. Maryland Street, Sa fd"d, Florida 32771 41 (407) 330-5150
n
work EXperience
City of Sanford, Sanford, Florida
Acting Finance Director, June 1, 1997-Present
Organize and direct the financial management activities of the City until a new Finance Director is hired and in place.
Administrative Services Chief, 1989 - Present
Conduct research and administrative studies on subjects under consideration by City Commission, City Manager or Finance
Director. Administer and coordinate Purchasing, Insurance, fmanoial reporting for grants & major constructions projects.
Kane & Associates, Winter Park, Florida
Staff CPA, 1987-1989
Performed audits, reviews and internal control assessments for a variety of businesses. Prepared individual, corporate and
partnership tax retums.
Stewart & Associates, Port Orange, Florida
AcGount Clerk, 1985-1987
Completed compilations and 1040s. Office manager responsible for cash flow, payables, rec~ivable~ and personnel.
Domestic Abuse Council, Daytona Beach, Florida
Executive Director, 1979-1983
DevelOped long range planning for Council.' Wrote and implemented grants. Presented seminars and speeches on domestic
abuse. Provided crisis counseling, individually and as group leader. M.anaged daily operations of crisis shelter, .i.e.: payroll;
taxes; fund raising; case planning; staff supervision.
Community Outreach ServicesNolusia County Drug Council, Daytona Beach, Florida .
Counselor, 1977-1979
Provided individual and group counseling in both outpatient and inpatient settings.
Marathon County Health Care Center, Wausau, Wisconsin
Social Worker, 1972-1976
Created and directed the Social Service Departments for three nursing homes. 'Duties included case management,
counseling, discharge planning.
Education
University of Central Florida, Orlando, Florida
Completed course work for MBA and all courses to sit for CPA exarm
University of Wisconsin, Eau Claire, Wisconsin
B.S. Degree '72 DUal Majors: Sociology & Mathematics
Other
· Certified Public Accountant (CPA), State of Florida, Certification is Current
· Volunteer: Safe House of Seminole County, FL ind Florida United Methodist Children's Home, Enterprise, FL
· Member of American Institute of CPA's and Florida Institute of CPA's
· Prior Hospice Volunteer & Quest Facilitator
· · Past Vice President and past member of the Board of Trustees fBr the Altamonte Chapel
· Adjunct Teacher 1990 - Daytona Beach Community College, Deland, Florida (Principals of Accounting I & I[)
CITY OF SANFORD
LOCAL AGENCY CERTIFICATION REQUEST
ATTACHMENT B
MEMORANDUM
TO:
VIA:
FROM:
DATE:
ALL DEPARTMENT HEADS
DIRECTOR OF FINANCE & ADMINISTRATIVE SERVICES
PURCHASING AGENT~&'ADMINISTRATIVE SERVICES CHIE~
JANUARY tl, 1995
RE:
CHANGES IN PURCHASING POLICIES & PROCEDURES
The City Commissioners gave final approval to certain
changes in the Purchasing/Inventory Policies and Procedures at
their meeting on Monday, January 9, 1995. These changes are now
being incorporated into the policies and procedures. The major
changes will be:
Changein limit on Restricted Purchase Orders from less than'
$200 to less thankS500. New purchase order bo6ks have been
ordered to reflect the changed limit. Please continue using
the current books until further notice. The dollar limit
may be changed.by hand'on the individual restricted purchase
orders issued.
Purchases between $1000 and $5000 will now be made' under
modified bid process. This procedure will be explained in
the revised policies and procedures.
Specialty .items may be sold on' their secondary markets
rather than at. public auction if approved in advance by the.
City Commission. "'
4. Other minor procedural changes.
The revised policies and procedures will be distributed to
all departments within the next week when they are completed.
PURCHASING/INVENTORY CONTROL POLICIES AND PROCEDURES
POLICIES:
The City Manager. remains in responsible charge of the purchasing/inventory
control function ( City Charter Section 4.04 ( 2 ) and City Code Sections 2-3.1 and
2-7) ~ but by policy established and as approved by the City Commission (City
Charter Section 5.01 (b)) delegates to the Finance Department's Purchasing
Agent the purchasing duties necessary to procure materials, equipment, supplies
and services to' support City of Sanford activities in accordance with approved
budgetary funds.
Purchases shall be classified into four (4) categories determined by the dollar
amount of the purchase order. The categories are:
TYPE OF PURCHASE ORDER
and SUBSTANTIATION
DOLLAR RANGE
APPROVAL
Restricted-3 Phone Quotes Recommended
Regular-3 Phone Quotes Required
Regular-Request for Quotations
Regular. Bid Process
$0-$499.99
$500-$999.99
$1,000-$4,999.99
$5,000 and+over
Department
Purchasing Agent
Purchasing Agent/
City Manager
City Commission
All Purchase 'Orders shall comply with above stated limits. Any exceptions, such
as sole .source contracts, repairs to specia]i?.ed equipment and emergencies, must
be handled through prior approval of .requisition by the City Manager. Purchase
Orders of $1,-000 and over and purchased directly from state contracts and/or
piggy-backed-awards from other public entities will be exempted from the
modified bid and/or bid process. However, Purchase Orders of $5000 and over
will require City Commission approval-"unless previously approved as a budget
line item or in the capital budget.
All tangible personal property .with an expected life of more than one year and
costing $500 or more, when acquired by the City, shall be capita]~zed.
The City of Sanford shall follow Florida Statutes, Chapter 287 as applicable to
municipalities for all other purchasing policies not defined herein.
PROCEDURES:
I. RESTRICTED PURCHASE ORDER (under $500.00)
The Restricted Purchase Order provides the Department Head authority to
acquire materials and supplies under $500. Restricted Purchase Order
Forms are issued by Purchasing to the Department/Division upon request.
The Restricted Purchase Orders (RPOs) are numerically inventorled and
controlled as they are released to users. - Departments have the
responsibility for obtaining competitive prices for all of their purchases
and whenever possible, invoices should be obtained at the time of
purchase. Multiple RPOs may NOT be issued to avoid the issuance of a
Regular Purchase Order through the requisition process nor as 'a means of
avoiding the bidding process. Purchasing will monitor RPOs for
compliance. RPOs are to be entered into the computer within twenty four
(24) hours of purchase whether o__r not the goods or invoices are in hand to
insure encumbrance of the funds.
Page 2
Purchasing, 1/95
The requesting department enters the information from the RPO onto the
computer system fas if it were a requisition, following requisition 'entry
procedures (requisition number will be the same as the Restricted Purchase
Order number). The department head reviews and approves with the same
procedure as outlined for requisitions of purchase orders $500 and over.
Distribution of the RPOs' copies (4 part) is as follows: 1. Vendor
2. Receiving Report submitted with invoice
3. Purchasing
4. Originator/Ordering Department
II. REQUISITION TO PURCHASING AGENT ($500 OR OVER)
The requisition format currently in use is generated via the
Purchasing/Inventory computer system. The electronic requisition is used
to. notify Purchasing of the requirements for all-categories of materials and
services $500 and over. · The ordering Department enters the-requisition
with all necessary information. (See Attachment A "Requisition Entry" for
entry procedures. ) Upon Department Head approval, (See Attachment B
for approval- procedures ) the electronic requisition is sent via computer to
Purchasing for processing.
Departments will determine they have adequate .funds approved in their
budget to sustain-the cost. of materials-or services they may requisition
prior to requisitioning same. Budget entries will be required before
Purchase Orders are issued if funds within an individual account are not
adequate to cover the Purchase Order.' The .ONLY exceptions will be for
expense accounts that are not budgeted, ie: Community Development or
Construction .Trust. Issuance of purchase orders will be allowed for these
unbudgeted accounts as required. However, Department Heads overseeing
these areas are responsible for insuring that neither Purchase orders nor
contracts are .',let" which would exceed the remaining funds available from
the revenue sources such as grants, loans or bonds.
Requisitions are. to be submitted to Purchasing as soon as practical after
start of the fiscal year or upon budget approval.
Blanket Purchase Orders (BPOs) are to be used in instances where the
total dollar amount will be $500 or over and the number of items and type of'
items cannot be estimated at the time of Purchase Order processing.-
Examples are: motor vehicle repair parts to be used by the shop within the
next year or less; photographic supplies that are needed on an ongoing
basis. · BPOs are requisitioned in the same manner as a Regular Purchase
Order and follow the same general guidelines (ie: if $1000 or over, the
City's Bid or Modified Bid procedure applies-Attachment C or D) .
However, the requisitions must be clearly identified as "Blankets" and have
the following information:
Beginning and ending dates for blanket.
Total dollar amount of blanket.
Page 3
Purchasing, 1/95
Account number(s) with the dollar amount(s) to be allocated
should be added as a comment to the buyer for inclusion in the
final purchase order. This will eliminate the need to do
multiple requisitions for Blanket Purchase Orders.
Purchase Orders should not be used for the following types of items:
legal advertisements; magazine subscriptions; seminars and travel;
lease/maintenance agreements; gasoline credit card purchases;
utility bills; contracts; etc. Items of this type should be processed
directly through Accounts Payable by submitting the appropriate
paperwork (renewal notice, invoice, recurring bill, contract, etc.)
with the department head's signature of approval, the account to be
debited and any other pertinent information. In general, a Purchase
Order is to be issued anytime "goods" or "products" are to be
received or delivered. If in doubt whether or not a Purchase Order
is required, contact the Purchasing Agent.
PURCHASING PROCESS
It should be noted that in each case, purchasing of an item is initiated by
the Department which budgeted the item. Until the Purchasing Agent has
everything required, such as technical specifications and quote form, the
department has not initiated a purchase. Purchase Order authorization is
required prior to any purchase being made. Verbal orders to vendors
without a Purchase Order number are a violation of the purchasing policy.
If a request for an item is submitted without the proper backup, the item
cannot be purchased until the Department has furnished the required
documentation. It is up to the Department to resubmit last year's
specifications if they are to be reused. If a Department submits poorly
· drafted specifications which are returned for modification', it is the
Department's responsibility to. insure that an acceptable set of
specifications are redrafted and given to the Purchasing Agent.
It is the requesting Department's responsibility to obtain price quotations
from vendors either by telephone, fax or in writing for Purchase Orders
under $1000. The following limits are to be applied:
$0to$499.99
$500to$999.99
$1000to$4999.99
$5000 & OVER
3. Telephone Quotes Recommended
3 Telephone Quotes Required
Request for Quotations with Specifications
Formal Sealed Bids Required
Purchase Orders for $500 to $999.99: Telephone Quotation forms
(copy attached) must be completed and forwarded to Purchasing
prior to a Purchase Order being issued. Accuracy of the
departmentally obtained quotes will be randomly monitored by the
Purchasing Agent.
~>
H
0
H
0
C~
Page 4
Purchasing, 1/95
Purchase Orders for $1000 to $4999.99: See attached procedures
(Attachment C) for guidelines on the modified bid procedure
regarding purchases within this range. Purchasing will be
responsible for 'receiving bids when the modified bid procedure is
used.
Purchase Orders $5000 and over: See attached Bid procedure,
Attachment D. Purchasing will be responsible for receiving Bids
when the Bid Process is utilized.
User Department enters requisition into the computer.
Department Head approves requisition in the computer.
Purchasing checks requisition for required information:
If requisition price exceeds $999.99, either the Modified Bid
procedure or the Regular Bid procedure will apply and
the Department must accept-open and competitive bids on each
item. (See Attachments C & D for outline of both bid procedures. )
'Line items shall have an appropriate account number and necessary
funds.
Exceptions must be handled through written request to the City
Manager ( i.e. , emergencies, sole source contracts, etc ).
Required quotes, either written or phone, must be received by
the Purchasing Agent before a purchase order will be approved
or issued.
Purchasing may combine similar requisitions for bulk buying and
scheduling of deliveries. If such combining produces a Purchase
Order in excess of $999· 99, Bid procedures will become applicable
( see Attachment C and/or D ).
6. Purchase Order prepared.
Purchase Order distribution:
Restricted
less than $500
Regular
$500 & over
A. Vendor
B. Finance (Accounts Payable)
C. Originator/Department
D. Receiving
E. Purchasing
Receiving
White copy
Computer Entry
Pink copy
Green copy
Yellow copy
white copy
Blue copy
Pink copy
Green copy
Yellow copy
All goods will be delivered to user department if possible.
(Exception: Heavy duty road equipment and motor vehicles will
be delivered to the Shop).
Page 5
Purchasing, 1/95
User checks materials received for conformance to specifications
and purchase order. The signed/approved receiving report is
then sent to Accounts Payable. The receiving report for RPOs
is the green copy for both Restricted and Regular Purchase Orders.
Vendor sends invoice airectly to Finance. Finance will forward
the invoice to Department Heads for signature.
Accounts Payable verifies that purchase order, invoice, and
receiving report coincide prior to payment.
Capital items (fixed assets with a useful life of more than one year
and costing $500 or over) are entered on property record forms (see
instructions for completing Property Control Form) by the receiving
department and the forms are forwarded to Purchasing to be added to
property list and tagged. For insurance purposes and to maintain
adequate control and accountability~ it is imperative these forms be
completed when .the property is received' and °forwarded to
Purchasing within 24 hours of receipt of item.
For titled equipment (vehicles, heavy equipment, etc. ) Purchasing is
responsible for obtaining paperwork; notifying insurance company;
assigning vehicle I.D. number; paperwork to Finance for payment
(invoices and property form for license tag); and sending Certificate
of Origin to the City Clerk.
Custody and Accountability:
The Department Head or their designee (custodian) shall be responsible for
all property purchased. by the Department/Division. Custodians are
responsible for the everyday use and safekeeping of fixed assets under
their control.
IV. INVENTORY PROCEDURES
Purchasing shall be responsible for taking an annual inventory of all
departments Only items costing $500 or over shall be capitalized and
inventorled annually.
Purchasing shall draft an inventory calendar by October first of each
year for the upcoming fiscal year with tentative proposed inventory
dates for each department. A copy of this calendar will be forwarded
to all departments at the beginning of the fiscal year.
One month before a scheduled inventory, the Department Head and
custodial agent within the department will be sent a note reminding them
of the scheduled inventory and a list of all items to be inventorled.
Purchasing will confirm with the Department to be inventoried that there
is still an acceptable schedule for the department.
The department will arrange to have a responsible employee knowledgeable
of the location of all department equipment to assist the Purchasing
representative with the actual physical inventory-
Page 6
Purchasing, 1/95
The departmental employee, the division superintendent and the
Department Head will be required to sign off on all inventories for
concurrence with the findings.
Property forms which were not completed and submitted as required
when an item was transferred, lost or stolen, since the last
inventory, shall be completed by the department being inventorled.
ALL discrepancies must be resolved before the inventory is said to have
been completed. Issues which cannot be resolved between the
departmental representative and the Purchasing representative will be
taken to Department Heads as necessary.
sm/22/pi-8
1/95
ATTACHMENT A
REQUISITION ENTRY
The following outlines the procedure for entering a requisition into the
Purchasing/Inventory computer system. The department entry person enters
his/her password (if you do not have a password assigned, contact
Administrative Services). From the main menu select option 12, "Purchasing/
Inventory". On the next screen, option 4, "Purchasing/Receiving Menu", is
selected. "Requisition Entry", option 1, is selected next. The data entry
person is now facing a screen asking for a requisition number. ~r~, ROD ~-r~
REOUISITION NUMBER
Use the pre-printed number'in upper right corner of form. If this is a
restricted purchase order, use the letter "R" at the end of the
number.
B.Y
use the name of.the person requisitioning item.
person doing the entry.
This is not necessarily the
DATE
Date requisition is being processed. Current date is automatically'-
displayed. Use tab key to advance to the next information block if current
date is the requisition date.
REASON
Reason item is needed - replace supplies, repairs, etc.
SUGGESTED VENDOR
Entry is as follows:
1. Tab pass the vendor number'range to the vendor name. Type the name
of the suggested vendor or a portion thereof on the line.
2. Indicate whether the name "begins" with the port/on typed by entering
B (begins) or "contains" the portion typed by entering C (contains) in the
field to the right side of the name line.
3.. If the vendor is new to the system, type in full name, wait until whole
screen is filled in. Do not enter "B" or "C" in right hand field. A set of
instructions will appear on the bottom of the screen: hit "reset" (bottom
left' corner of keyboard), and hit F14 ( Shift+F2 on P/C ). This will override
and allow the new vendor's name to be attached to the requisition. Make
sure the name, address, and phone number are communicated to Finance
for data entry, prior to sending requisitibn for processing.
Page 2
Attachment A, 1/95
NOTE:
If' the Purchasing Agent finds a' better price or .decides to co .mbine
with another department's order, this can be overridden at Purchase
Order processing level.
SHIP TO
This is the actual physical location for delivery. If the code listing is
needed, put a "?" on the line and tap "ENTER". A complete list will be
displayed, allowing you to choose the location needed.
DELIVER BY
Date delivery is expected or desired.
ACCOUNT NUMBER
. Department's expense account to be charged. Only expense accounts may
be entered. -Each person may only work with account numbers which have
been assigned to their password. When working with a new or d~ferent set
of account numbers than previously used, 'contact Administrative Services'
for authorization to the new accounts.
COMMENTS - Y/N
By indicating "Y" , comments can be attached for Department Head and/or
Buyer. These do NOT print on the PO.
ITEM
Each item should be entered as a line item. The exception is blanket orders
for unspecified items (ex: Miscellaneous Auto Parts).
Note:
Do not input freight, postage, discounts, etc. as line items. Include
this type of information as comments. This will authorize Finance to
pay same.
DESCRIPTIONS: All line items must be entered before details can be
attached to any one line item. After all items are e n t e r e d f o r t h e
requisition, there will be displayed an option field on the right hand side of
the line items entered. To attach a description to an individual line item,
put a "C" in this field and enter. A free form page will be displayed and
detail for the item can be entered.
After the free form appears the way you want, press "Enter" and the'
information will be transferred to the requisition screen, directly below the
appropriate item. These descriptions will be printed on the purchase
order.
DELETIONS: To delete an item, put a "D" in the option field referred to
above and hit "Enter". The item will be deleted. Backspacing alone will
not. work.
Page 3
Attachment A, 1/95
BLANKET ORDERS: Requisition entry for blanket POs is the same as for
any other requisition. 'Blanket POs are used for frequent/recurring
purchases when the exact quantity to be purchased is uncertain and an
estimate is made. Blanket POs will not be issued when the expected total
amount of the purchase order is less than .$500. In addition, if Blanket POs
are expected to be $1,000 or greater, the Moai~ied Bid process or the
Regular Bid process will apply. Blanket POs remain in effect for the time
specified which is usually less than one (1) year. However, all open
Blanket POs will terminate at the end of the fiscal year.
sm/22/pi-forma
1/95
~' ATTACHMENT B ~'
Procedure for Department Head Approval of Requisitions .via the
Computerized Purchasing/Inventory System
The Department Head reviews and approves the computer requisition via the
following procedures:
Department Head enters password on initial screen and presses
"enter". Select "Purchasing/Receiving" by choosing #4 and pressing
"enter". On next screen, select "Department Head Approval" by
choosing #2 and pressing "enter".
Once into the Purchasing/Inventory program for Department Head
Approval, the screen will ask for "requisition number". By pressing
"enter", a list of all requisitions awaiting approval within the
respective department will be listed.
Typing "1" by the requisition to be viewed and pressing
"enter" will display requisition. Each person is authorized to
approve requisitions having account numbers which have been
assigned to their password· When working with a new or
different set of account numbers than previously used, contact
Administrative Services for authorization to the new accounts.
If the Department Head approves the requisition after reviewing,'
pressing "F9". will send requisition to the Purchasing Agent· Other.
options will be presented at the bottom of the screen if further work
or review is required, or if requisition is to be canceled in total at
this point. Pressing "F3" will .allow the Department Head to exit from
that requisition or to end the session.
sm/22/pi-formB
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f ATTACHMENT C ~
MODIFIED BID PROCEDURE
RFQ'(REQUEST FOR QUOTATION)
On all commodities and services of one thousand dollars to
less than five thousand dollars ($1000-$4999.999),
requesting. department sends recommended specifications to be
included in the bid invitation to Purchasing.
Purchasing reviews specifications and confers with
Department Head if revisions are needed. If a department
submits poorly drafted specifications and they are returned
for modification, it is the department's responsibility to
insure that an acceptable set of specifications are
redrafted and given to the purchasing agent.
Purchasing prepares "Request for Quotation Package".
includes:
1. Specifications.
2. Request for Quotation.
3. Instructions to vendors.
This
Purchasing reviews the vendor .files for all vendors
qualified to provide the .indicated goods or services.
The "Request for Quotation Package" is forwarded to
qualified vendors.. Designated dates for receiving the
quotes are indicated on the form.
All quotations will be-returned to the Purchasing Agent.
The Purchasing Agent, and the requesting Department 'review
the quotes received and:
Select the low price meeting specifications for
recommendation to the City Manager.
The requesting department prepares and enters an
appropriate requisition into the system referencing the
request quotation number.
Purchasing processes the Purchase Order and forwards to
the City Manager for signature indicating concurrence.
When Purchase Order has been approved by the City
Manager and returned to Purchasing, the selected vendor
will be notified.
All files will be maintained in
references.
Purchasing for future
8. This procedure does not apply to:
B.
C.
D.
E.
Emergency purchases.
State contract commodities.
Repairs to specialized equipment.
Sole sources (documented).
Piggy-back awards from other public
bidS.
entities'
sm/pi-formc/22
!/95
ATTACHMENT D
BID PROCEDURE
On all commodities
($5,000) 'and over,
specifications to
Invitation.
and services of five thousand dollars
requesting department sends recommended
Purchasing to be included in the Bid
2,. 'Purchasing. reviews specifications and confers with
Department Head if revisions are needed. If a department
submits poorly drafted specifications and they are returned
for modification, it is the department's responsibility to
insure that an acceptable set of specifications are
redrafted and given to the Purchasing Agent.
Purchasing confirms by comments and/or recommendations to
the City Manager that specifications are ready for Bid.
Purchasing prepares"'Bid Package" 1. Legal Ad.
2. Specifications.
3. Bid Form.
4. Instructions to Bidders.
-This includes:
The "Bid Package" is forwarded to prospective bidders.
Designated dates for receiving and opening of Bids are
indicated on the legal ad.
Purchasing sends one (1) copy of legal ad to the +Sanford
Evening Herald for publication under LEGAL AD. Legal
· advertisements. may. also be placed in other more widely
circulated publications at the request of the. ordering
department or the Purchasing Agent to insure a broad Bid
response for large contracts or commodities purchases.
At the Bid opening, the requesting Department Head,
designee, and Purchasing open and tabulate the Bids..'
or
The requesting Department reviews the Bids, then:
A. Selects the low price meeting specifications.
Sends his/her recommendations to the Purchasing Agent
for concurrence.
If the Purchasing Agent agrees with the recommendation,_
the recommendation is forwarded to the City Manager to
be placed on agenda at next City Commission meeting.
D. If the Purchasing Agent does not agree with the
recommendation, the recommendation will be further
discussed with the requesting department.
After the award.has been made by the City Commission, the
requesting department enters the purchase requisition into
the computer. The requisition shall reference the Bid
award number for Purchase Order preparation.
Attachment D
Page 2
9. The Bid file' is maintained in Purchasing for future
references.
10.
11.
This procedure complies with Florida Statutes 287,057.
This procedure does not apply to: A. Emergency purchases.
B. State contract commodities.
C. Repairs to specialized equipment.
D. Sole sources (documented).
E. Piggy-back awards from other public entities'
bids.
However, City Commission approval will still-be required on..
purchases costing $5000 or more unless previously approved
in'the capital budget or as a budgeted line item.
sm/pi-formd/22
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ATTACHMENT E f
PROCEDURES FOR SURPLUS PROPERTY & 'CITY AUCTION
When an item o£ property is no longer serviceable and
considered surplus- to the department 'which has current
custody of the item, the original "Property Record Form" is
completed by the department and signed by the Department
Head.
NOTE: Specialty items/equipment (ie. fire trucks) may be sold on
their secondary markets through legal advertisements for bids
(rather than at auction) with prior city Commission approval.
The completed, original "Property Record Form" shall be
forwarded to Purchasing to update the City's computerized
inventory records and to maintain accurate records of the
.status and location of all fixed assets.
Items to be sold at auction will remain in the custody Of
· the declaring department until the time of the ~uction.
All City Departments/Divisions are sent a written notice six
(6) weeks in advance of auction date notifying them ofthe
upcoming auction.
Any items to be auctioned are to be delivered to the
designated area of the Public Works Complex by the declaring
.Department/Division at least four (4) weeks in advance of
auction with the completed "Property Record Form" having
been sent to Purchasing prior to delivery.
In accordance with Florida
requirements are to be met:
Statute 274, the following
All property shall be disposed of by public auction
providing:
Publication of notice to sell per attached list,
shall be published not less than two-(2) weeks
prior to sale in local newspaper.
Authority for such disposal shall be obtained and
recorded in the minutes of the City Commissioners'
meeting. -
The list of items available for auction is compiled by
Purchasing and distributed to the following:
City Manager', with request to be placed on City
Commission agenda.
Attached to legal ad for publication in newspaper.
copy to Auctioneer. (Purchasing will. make
arrangements for auctioneer's services.)
Attachment E
Page 2
10.
11.
Auctioneer will also take inventory of'items to be sold
prior to sale. Purchasing and Auctioneer will compare lists
and make sure all items are accounted for.
The Auctioneer will schedule the date and time that
surplus items may be inspected by the public.
the
All items auctioned are tabulated by price received and bid
number on the final settlement form indicating sale less
expenses to the City of Sanford.
Purchasing will record ultimate disposition of items by
completing .the "Property Record Form". The items will. then
be deleted from the fixed .assetinventory/records. ',
sm/pi-forme/22
1/95
PROPERTY RECORD FOR. M: ACQ_U_ISITION AND DISPOSITION
When City of Sanf property ls received o Jisposed of,
iollowing procedure 'shall be followed:
the
Tangible Personal Property is all property acquired by-the City
in the amount of $500 or more with a normal expected life of
greater than one (1) year. Major additions, including tl~ose that
prolong the life of. a fixed asset or expand its usefulness,
should.be capitalized. Normal repairs that merely maintain the
asset in its present condition should be recorded as expenses .and'
should .not be capitalized. Capital items are assigned account
numbers with the final four (4) digits of "6000" and above.
Repairs are to be charged to operating accountS.
Upon the receipt of property, a City of Sanford Promertv Record
Form is completed on each item by the receiving department and
forwarded to Purchasing's Property Clerk (copy of form is
attached). The Property Record Form is the means used to report
property received, bought, or disposed of. Florida Statutes
274.02 states each piece of property which is practicable to
identify by marking shall be marked (tagged). Tagging is the
responsibility of Purchasing and is accomplished by placing a
numerically controlled tag on a conspicuous area of the property.
When property is to be disposed of (ie. scrapped; considered lost
or stolen; traded; to.be sold at auction; transferred to another
department) a City of Sanford ProDertV Record Form is completed
by the respective department for each item and forwarded to
Purchasing's Property Clerk. The forms should be completed and
~forwarded within 24-48 hours of receipt or disposition of items.
As property becomes surplus within.the various departments, the
following procedure shall be used to dispose of the property:
(i)'
If property is to be disposed of or declared surplus,
Property Record Form is completed and forwarded to the
Purchasing's Property Clerk. Each department will have
responsibility for disposal of its property.
(2)
If property is to be transferred, a Property Record
Form is completed and forward to Purchasing's Property
Clerk. The Department Head transferring the capi~tal
item must acknowledge the disposition by signing the
form and the receiving Department Head must acknowledge
the receipt of the capital item by also signing the
form. Purchasing will make changes on department
records to reflect the transfer. (Note: the City
Manager shall approve all vehicle transfers prior to
ally transfer taking place.)
(3)
If property is to be sent to auction, complete Property
Record Form and forward to Purchasing's Property Clerk.
Note: this does not include lost, found or abandoned
property (such as bicycles) that the Police Department
frequently recovers. Florida Statutes for disposition
of these items are different than acquired City
property. City vehicles turned in for auction shall be
stored at the Public Works Complex and insurance shall
be canceled upon receipt of the property form.
~;m/22/propform
NAME OF
ITEM
MAKE
SERIAL NUMBER
CITY OF SAMFORD
PROPERTY RECORD FORM TAGGED
/--~.DATE Submit to Property Clerk, Ext: 5620
The following changes have occurred to property under my custody.
Please change your property records to conform to this office's copy.
EQUIPMENT CITY
OR VEHICLE # INVENTORY ~
YEAR MODEL
REMARKS OR OTHER I.D. INFORMATION
LOCATION
PROPERTY RECEIVED
RECEIVED BY:
VENDOR:
NAME
ADDRESS
F'~PURCMASE DATE:
UNIT PRICE:
LESS TRADE:
Attach copy of Property Record Form
for item being used as a trade-in.
NET COST:
REQUISITION ~:
PURCHASE ORDER #:
INSURANCE:
DATE ADDED TO:
DIVISION:
SIGNATURE/TITLE:
TELEPHONE #:
DEPARTMENT:
SIGNATURE/TITLE:
TO:
TRADED ~_~
SCRAPPED [_~
REASON:
PROPERTY DISPOSED OF
SOLD I_1 TRANSFERRED t_1
AUCTION 1_1 OTHER
IF SOLD, AMOUNT RECEIVED:
DATE:
City Manager approval
for vehicle transfer:
INSURANCE:
DATE DELETED FROM:
DIVISION:
SIGNATURE/TITLE:
TELEPHONE #:
DEPARTMENT:
SIGNATURE/TITLE: