HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9201564 (2)Cares Act Procurement Checklist Page 1 of 3
CARES ACT PROCUREMENT CHECKLIST
PROJECT NAME AND CARES PROJECT NUMBER: FCTV- Project #
PURCHASE AMOUNT: $
BRIEF DESCRIPTION OF MATERIALS/SERVICES TO BE PURCHASED: FCTV control room equipment
VENDOR: VSA
BACKGROUND:
Purchases utilizing CARES Act funds must be executed in accordance with the City’s Municipal Code, Article IV Purchasing and
Contracting and the City’s Procurement Policies & Procedures Manual. Please complete the attached checklist for all procurements
utilizing CARES Act funds and submit to Purchasing at purchasing@fcgov.com and/or attached to the JDE requisition..
BASIS FOR AWARD: (Select One)
տ Purchases Less Than $7,500 – Department discretion – < $5,000 Pay via Tungsten or PCard. PO required > $5,000
܈Purchase Between $7,500 and $60,000 (Select One)
܈Attach three (3) quotes – Low bidder selected
տ Attach quotes and steps taken to obtain quotes – Less than three (3) quotes
տ Attach quotes and rationale for vendor selected – Low bidder not selected
տ Purchase Greater Than $60,000 – Contact Purchasing
տ Purchase Under Cooperative Agreement – Attach Quote and Provide Cooperative Agreement Name & Details:
տ Purchase Under Existing City Contract and/or Work Order Agreement – Attach Quote and Agreement Name & Number:
܆Exception to the Competitive Purchasing Process (check all that apply)
A contract for materials, professional services or services may be awarded without competition if the Purchasing Agent determines
in writing that one (1) or more of the following conditions exists.
տ Emergency Purchase (Select One) – Competitive purchasing process waived in response to COVID-19 pandemic.
տ Less than $200,000 (Approval-Purchasing Director, Chief Financial Officer & Service Area Director)
տ Greater than $200,000 (Approval-Purchasing Director, Chief Financial Officer, Service Area Director & City Manager)
܆Non-Emergency Purchase. Exceptions greater than $200,000 require Council approval. The following justifications are for
Purchases less than $200,000. Select all that apply. (Approval – Purchasing Director, Chief Financial Officer, Service Area
Director)
տ There exists only one (1) responsible source;
տ Although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if
used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will
substantially impede the City's administrative functions or the delivery of services to the public;
AVI Systems quote did not include all the necessary equipment; therefore VSA is the low responsible &
responsive bidder.
Cares Act Procurement Checklist Page 2 of 3
܆A particular material or service is required to maintain interchangeability or compatibility as a part of an existing
integrated system;
տ A particular material, professional service or service is required in order to standardize or maintain standardization for
the purpose of reducing financial investment or simplifying administration;
տ The material is perishable;
տ The material qualifies as an object of fine art;
܆A particular material is required to match materials in use, so as to produce visual harmony;
տ A particular material is required to enable use by a specific individual;
܆A particular material is prescribed by a professional advisor;
տ The material, professional service or service is the subject of a change order.
Justification and Rationale for Exception (attach quotes/proposals and supporting documentation)
This section must be completed for all purchases executed under an exception to the purchasing process to document the
reasonableness of the offered price. The Price Analysis compares the quoted price with known indicators of reasonableness.
(Select all that apply)
տ Consistent with an Independent Cost Estimate (ICE);
܆Compare to prices obtained through market research for same or similar items;
տ For services, hourly rates consistent with rates offered in the market for similar level professionals;
܆Unique or innovative process/service/product;
տ Consistent with published price lists;
տ Reviewed analysis of pricing information provided by supplier;
տ Quoted price consistent with previous prices paid (historical);
տ Other:
Provide a brief justification narrative supporting the reason(s) for the selection(s) above.
ADDITIONAL DEPARTMENT RESPONSIBILITIES: (check all)
܈Quotes/Proposals/Work Orders Attached
տ Statement of Services Attached (required for all services/professional services)
տ JDE Requisition Entered and Approved with CARES account number
տ Consulted with Purchasing to Determine If Services Agreement is Required
PURCHASING REQUIREMENTS: (to be completed by Purchasing)
տ Verified Basis of Award and Supporting Documentation
տ Confirmed Vendor Number Created (W9 & ACH required for new vendors)
տ Established Services or Professional Services Agreement (if required)
տ Certificate of Insurance (if required).
Cares Act Procurement Checklist Page 3 of 3
տ Verified Vendor is not Debarred via System for Award Management (SAM)
SUBMITTED BY: PRINTED:
DEPARTMENT: DATE:
APPROVED BY:
PRINTED:
BUYER (Required)
DATE:
PRINTED:
DEPARTMENT MANAGER (Required)
DATE:
PRINTED:
SERVICE AREA DIRECTOR (Required for all Exceptions)
DATE:
PRINTED:
PURCHASING DIRECTOR (Required for all Exceptions)
DATE:
PRINTED:
CHIEF FINANCIAL OFFICER (Required for Exceptions > $60K)
DATE:
CPIO/ FCTV
Carson Hamlin
10/20/2020
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Ed Bonnette
10/21/2020