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City of Coral Springs, Florida Commission Retreat Agenda

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City of Coral Springs, Florida Commission Retreat Agenda CITY OF CORAL SPRINGS, FLORIDA COMMISSION RETREAT AGENDA Wednesday, April 28, 2021 Commission Chambers 5:00 PM 9500 West Sample Road Call to Order Roll Call Pledge of Allegiance Moment of Silence Commission Retreat Items 1. Strategic Plan Update 2. Strategic Plan Update: Partner with Retail Economist 3. Strategic Plan Update: Local Procurement 4. Economic Development Update 5. Staff Update: Fiber Optic and Broadband 6. Staff Update: Special Events Ordinance Commission Communications Adjournment There is no public comment during Retreats. If you plan to attend, please practice social distancing, not standing closer than six (6) feet to those around you. Residents planning to attend the meeting who need special assistance must notify the Office of the City Clerk at 954.344.1065 no later than 24 hours preceding the meeting. COMMISSION QUARTERLY RETREAT April 28, 2021 Agenda • Strategic Plan Update: Catherine Givens o Partner with Retail Economist – Kristi Bartlett/Catherine Givens o Local Procurement – Kim Moskowitz • Economic Development Update: Kristi Bartlett • Staff Update: o Fiber Optic and Broadband: Stephen Dyer o Special Events Ordinance: Alex Falcone • Commission Communications Strategic Plan Update Catherine Givens, Assistant City Manager Budget • Strategy • Sustainability We start with a plan: Vision Statement: To be the premier community in which to live, work, and raise a family. Key Intended Outcomes Dashboard Fiscal Year 2021 Q2 Actuals FY2021 Strategic Plan contains 64 projects The Business Plan in addition contains 100 projects 1. Residential Survey 2. Enhancing community engagement through Social for Commission 3. Clean Cabs Implementation 4. Census 2021: Phase 1 5. Stormwater Meadow & the Dells: Design 6. Review of Police Policies 7. Code Compliance Evaluation 8. Code Ranger Program 9. Co-working Space 10. Entertainment Destination Strategy FY2021 Business Plan contains 100 projects The Strategic Plan in addition contains 64 projects Strategic Plan Initiative Analysis Transparency is Critical in Local Government Technology is Key Community Dashboard https://coralsprings.clearpointstrategy.com Have a Question? A member of the Budget Team will respond to your inquiry. https://www.coralsprings.org/ government/other- departments-and- services/budget- strategy/contact-us TRIM Notice Questions : 954-346-1723 Upcoming Budget schedule: Strategic Planning Sessions: Adopt Strategic Plan Departments submitted FY2022 budgets • City Manager Review with Departments • June Workshop – Business Plan I Review • July Special Meeting – Set TRIM, non ad- valorem assessments Thank you Partner with Retail Strategist Kristi Bartlett, Director of Economic Development Catherine Givens, Assistant City Manager of Budget, Strategy and Sustainability Dr. Jerry Parrish, Chief Economist, for the Florida Chamber Discuss Trends Then and Now for March 2020 vs March 2021 Mixed Use Projects Timing (Cornerstone and Village Square) Pent Up Demand Tourism Florida Scorecard Local Procurement Kim Moskowitz, Director of Financial Services Purchasing Division The Purchasing Division is within the Department of Financial Services. The Purchasing Division is dedicated to providing quality support to the City’s departments and its vendors. The Purchasing Division shall be fiscally responsible when purchasing goods, materials, and services at the best value, consistent with the quality needed to provide the best service to Coral Springs’ residents and businesses. Purchasing Division Staff Includes: • Purchasing Manager • Contract Administration Coordinator • Senior Purchasing Agents (2) • Purchasing Agents (2) The Purchasing Division follows the rules in the City’s Procurement Code and adheres to the standards of the National Institute of Governmental Purchasing (NIGP) which is the authority on best practices for public procurement. Three Types of Solicitations The Purchasing Division uses three solicitation types: • Quotes •Bids • Request for Proposals (RFP) Quotes and Bids are awarded based solely on price to the lowest responsive and responsible vendor. Quotes • Informal Quotes valued $5,000 or less • Acquired by the user department through calls/websites/etc. • One quote minimum, either verbal or written • Informal Quotes valued over $5,000 to $20,000 • Acquired by the user department through calls/websites/etc. • Three written quotes minimum • Formal Quotes valued over $20,000 to $45,000 • Acquired by the Purchasing Division though advertisements • Three written quotes minimum Bids • Bids are formal solicitations over $45,000 for a specific product or service • Bids are competitively solicited through the City’s website, DemandStar.com, and the Sun Sentinel • Sealed proposals are received at the Purchasing Division on a publicly advertised set date and time • Award recommendations are determined by the lowest responsive and responsible bidder • Bids are awarded by the City Commission Request for Proposal (RFP) • Competitive solicitations for goods or services of a technical nature • RFPs include a scope of work to be accomplished as defined by the using department • An Evaluation Committee is mostly comprised of employees from one or more user departments • Each RFP is assigned to a Purchasing Agent who coordinates the process and is not a voting member • The Evaluation Committee reviews the proposals received and may request presentations from some or all of the proposers • Award is determined by each committee member’s ranking of the proposals based on criteria in the RFP which may include price • RFPs for $45,000 and greater are awarded by the City Commission Request for Proposal (RFP) • The RFP process allows the City flexibility when awarding contracts, as factors other than price and references are used to determine award recommendation by the Evaluation Committee. • In Fiscal Year 2020, the City issued and awarded 17 RFPs. • 5 of those 17 RFPs received proposals from vendors located in the City • 4 of those 5 were awarded contracts National Institute of Governmental Purchasing The National Institute of Governmental Purchasing (NIGP) is the foremost public purchasing organization in North America. Municipalities and public governmental entities follow their rules, guidelines, and certification processes in adhering to best practices in governmental procurement. Local Purchasing as defined by the NIGP: Local purchasing is a bid preference which may be given to suppliers doing business in the purchasing jurisdiction. Local purchasing is often promoted as a means of benefiting the local economy. NIGP’s Potential Local Procurement Impacts 1) achieving local social policy goals to assist the local economy 2) protecting the local economy 3) increasing cost to the local taxpayers and government to implement such a program 4) limiting supplier competition 5) reducing the incentive for local businesses to provide the best value for the dollar for the purchased goods/services 6) affecting, complicating and potentially burdening the procurement administrative processes and award time at increased cost to the City 7) defining a defendable fair process to determine the definition of a local business including, but not limited to, geographic location requirements, management and ownership control 8) lacking equal opportunity or reciprocity with other jurisdictions 9) disqualifying entity for receiving Federal Grant Money, or FEMA Reimbursements* 10) disallowing use for cooperative purchases and on piggybacks *Florida State Statute 255.0991 also states when a local preference may not be used with State funding NIGP’s Local Procurement Position “NIGP maintains the position that preference policies, including local preferences, conflict with the fundamental public procurement principles of impartiality and full and open competition. Therefore, NIGP does not support the use of preference policies. Furthermore, NIGP recommends that any local procurement preferences be implemented only as one of several criteria in a 'best value' evaluation and award process.” “NIGP maintains the position that local preference policies are in conflict with the fundamental public procurement principles of impartiality and full and open competition” Local Procurement in the City’s Code Sec. 2-307(A)(1)a. If two (2) or more bidders are tied, the tie may be broken, and the successful bidder selected by the following criteria presented in order of importance and consideration. 1. Quality of the items or services… 2. Delivery time if provided in the bid… 3. Certification of a “Drug–Free Workplace Program”… 4. Location of Vendor with the following award preferences: i. A Coral Springs vendor ii. A Broward County vendor iii. A Florida vendor 5. If the above criteria are impossible to determine…the award will be given to the bidder whose bid was received earliest in time… Local Procurement in Broward’s 31 Cities • 13 cities do not offer a local procurement preference • 10 cities offer a Best and Final Option • If within a certain %, allow local and/or all businesses to submit a Best and Final • May impact the City’s budget, may result in a bid protest, and may discourage competition; • 6 cities offer an Award within a Percentage Option • If within a certain %, award to local business (varies from 1% to 5%) • Will impact the City’s budget, may result in a bid protest • 2 cities offer a Tie Breaker Option • If a tie bid, then the award goes to the local business • Part of the Coral Springs Procurement Code • No financial impact to the City’s budget Recommendations from the February
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