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Home My Public Portal AboutResolution No. 23 -187 - Reso directing the ICM to provide a detailed report of all expenditures within the ICM $25,000 Purchasing AuthoritySponsored by: Commissioner Kelley RESOLUTION NO. 23-187 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA- LOCKA, FLORIDA, DIRECTING THE INTERIM CITY MANAGER TO PROVIDE A DETAILED REPORT OF ALL EXPENDITURES NOT EXCEEDING THE TWENTY-FIVE THOUSAND DOLLAR ($25,000.00) PURCHASING AUTHORITY OF THE INTERIM CITY MANAGER, OR PAST CITY MANAGER, FOR THE PERIOD JANUARY 1, 2022 THROUGH SEPTEMBER 1, 2023 NO LATER THAN DECEMBER 29, 2023; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Ordinance 2020-07, pertaining to "Purchasing" allows for the award of services and supplies not exceeding twenty-five thousand dollars ($25,000.00) to be secured by a City Manager, subject to certain conditions requiring documented quotes that cannot be artificially divided to fall below the twenty-five thousand dollars ($25,000.00) threshold amount; and WHEREAS, purchases are required to be made from the most responsive and responsible quoter. For instance, for "purchases of supplies and contractual services when the estimated value is between two thousand, five hundred dollars and one cent ($2,500.01) and seven thousand, five hundred dollars ($7,500.00) may be made upon receipt of not less than three (3) documented telephone quotes"; and WHEREAS, purchases of supplies and contractual services "when the estimated value is between seven thousand, five hundred dollars and one cent ($7,500.01) and twenty-five thousand dollars ($25,000.00) may be made upon receipt of not less than three (3) written quotes"; and WHEREAS, a formal bidding procedure is only required when the amount for services will exceed twenty-five thousand dollars ($25,000.00), and in such case, unless exempted, all purchases of supplies and contractual services must be approved the city commission before the purchase is made; and WHEREAS, Section 2.5 (5) of the City of Opa-Locka's Charter entitled "Powers" provides that the City Commission may "inquire into the conduct of any office, department or agency of the city and make investigations as to municipal affairs; and WHEREAS, the City Commission desires to inquire as to all expenditures not exceeding the twenty-five thousand dollars ($25,000.00) threshold amount paid by the Interim City Manager, or former City Manager, for the period January 1, 2022 through September 1, 2023. Specifically, the City Commission desires that the Interim City Manager produce a detailed report describing: 1) the date specific services were Resolution No. 23-187 provided; 2) the type of services provided; 3) the amount paid by the City for the service(s) and whether the purchase met the requirements of aforementioned Ordinance 2020-07; and WHEREAS, the Interim City Manager shall be required to respond to the inquiry of this Resolution no later than December 29, 2023; and WHEREAS, the City Commission of the City of Opa-Locka finds that it is in the best interest of the City and its residents to direct the Interim City Manager to provide the City Commission with the detailed report of all expenditures not exceeding twenty- five thousand dollars ($25,000.00) no later than December 29, 2023 for the period January 1, 2022 through September 1, 2023. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA: SECTION 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. SECTION 2. AUTHORIZATION The City Commission of the City of Opa-Locka hereby directs the Interim City Manager to provide the City Commission with a detailed report of all expenditures not exceeding twenty-five thousand dollars ($25,000.00) for the period January 1, 2022 through September 1, 2023. Specifically, the Interim City Manager shall produce a detailed report describing: 1) the date specific services were provided; 2) the type of services provided; 3) the amount paid by the City for the service(s); and 4) whether the purchase met the requirements of Ordinance 2020-07 no later than December 29, 2023. SECTION 3. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re -lettered and corrections of typographical errors, which do not affect the intent of this Resolution may be authorized by the Interim City Manager, following review by the City Attorney, without need of public hearing, by filing a corrected copy of same with the City Clerk. SECTION 4. EFFECTIVE DATE This Resolution shall take effect upon the adoption and is subject to the approval of the Governor or Governor's Designee. 2 Resolution No. 23-187 PASSED and ADOPTED this 13th day of Decemb• 2023. John H. aylor Jr., Mayor ATTEST: Jo a Flores, City Clerk APPROVED AS TO FORM AND LEGAL SUFFICIENCY: Bu r adette N, ris-Weeks, P.A. City Attorney Moved by: Vice Mayor Ervin Seconded by: Commissioner Kelley VOTE: 5-0 Commissioner Bass YES Commissioner Kelley YES Commissioner Williams YES Vice Mayor Ervin YES Mayor Taylor YES 3 DocuSign Envelope ID: 80B55ECF-F40C-4EF6-A4FC-2F29A3FF5660 City of Opa-locka Agenda Cover Memo DocuSlgned by: Manager: Darvin Williams CM Signature: 0cnsc esoeas Commission Meeting Date: 12.13.2023 Item Type: (EnterX in box) Resolution Ordinance Other X Fiscal Impact: (EnterXin box) Yes No Ordinance Reading. (EnterX in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: Account#: (Enter Fund & Dept) Ex: See Financial Impact Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Area: • Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address) X • MI • • MI Sponsor Name Comm. Kelley Department: City Commission Short Title: A resolution of the City Commission of the City of Opa-locka directing the Interim City Manager to provide the City Commission a detailed report of all expenditures approved from January 1, 2022, through September 1, 2023 authorized by the Interim City Manager as the final approving authority. Staff Summary: The Interim City Manager is authorized to exercise final approval for all purchases up to $25,000. The Interim City Manager is a charter member which allows for periodic review and audit of the purchases made through this process. The City Commission is requesting a detailed report of all purchase orders approved from January 1, 2022, through September 1, 2023, when the Interim City Manager was the final approving authority. The report shall be submitted no later than December 29,2023. For the requested twenty -month period, it is estimated that this will result in a report of at Least 2,500 purchase orders. This period includes purchase orders approved by three City Managers and Interim City Managers, including City Manager Pate, Interim City Manager Wright (three months) and Interim City Manager Williams, who was appointed on April 5, 2022. Financial Impact - There is no incremental expense associated with this item. DocuSign Envelope ID: 80B55ECF-F40C-4EF6-A4FC-2F29A3FF5660 Proposed Action Staff recommends the City Commission direct the Interim City Manager to have a report prepared reflecting all approved purchase orders for the period January 1, 2022, to September 1, 2023, where the City Manager / Interim City Manager was the final approving authority, with the report to be submitted no later than December 29, 2023. Attachment: