Title
Purchasing (B)
Explanation
On November 16, 2009 the CRA Board recommended that CRA Staff look into solutions for streamlining the procurement process within the department to allow CRA Staff to have more flexibility in moving projects forward.
Currently, the CRA Purchasing Policy aligns with the City Purchasing Policy for the procurement of goods and services. Adopted by the CRA on May 18, 1998 and amended on November 18, 2002 the CRA Financial Policy states in Section A.1. that "CRA financial practices (including budgeting, purchasing, accounting, auditing, etc.) will be in accordance with accepted practices for the City of Gainesville General Government."
The CRA Policy is in need of revision. Although it mirrors the City's Purchasing Policy as found in Section 41-210 of the City Procedures Manual, the Policy does not take into account the CRA's status as a dependent special district and how that differentiates the CRA from a city department.
Two procurement solutions the CRA could utilize, which would allow more flexibility and help move projects forward, are not being utilized by the City Purchasing Staff. The CRA would like to make use of the Invitation to Negotiate (ITN) solicitation process and also "piggy back" off other agency's competitively bid contracts.
The ITN solicitation works best when a use has not been specifically defined and price is not the sole consideration. The ITN process would allow respondents to propose more than one solution and the selection committee would negotiate with the top respondent whose solution was in the best interest of the redevelopment area. If negotiations fell through, the committee would then meet with the number two respondent, and so forth.
"Piggy backing" is a common practice amongst agencies that would allow the CRA to utilize state of Florida, university, public school systems and other entities' contracts instead of going out to bid when the existing contract has been publicly and competitively solicited and is directly applicable to the products or services the CRA is seeking. The contracted vendor, in turn, extends the contract rates and terms to the CRA for their project.
CRA Staff would like to exercise the ITN selection process and "piggy backing" in situations where these procurement solutions are in the best interest of the project and, ultimately, the redevelopment areas they serve.
Finally, CRA Staff will begin a revision of CRA Policies and Procedures and will present an update to the CRA Board at the next meeting in February 2010.
Fiscal Note
Not applicable.
Recommendation
Executive Director to the CRA: Hear presentation from staff.