12-16-2020 Council Packet - Laserfiche WebLink

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Page 5 relative importance. • Proposals must be solicited from an adequate number of qualified sources. • The organization must have a written method for conducting technical evaluations of the proposals received and for selecting recipients. • Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program. • The organization may only use qualification-based methods, whereby competitors' qualifications are evaluated and the most qualified competitor is selected, in the procurement of architectural/engineering professional services. 15. Procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source and may be used when using federal funds only when one or more of the following circumstances apply: • The item is available only from a single source. This must be documented. • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation. • Any federal awarding agency expressly authorizes noncompetitive proposals in response to a written request from the city. • After solicitation of a number of sources, competition is determined inadequate. 16. Time and materials type contract means a contract whose cost to the city is the sum of: the actual costs of materials, and direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expenses, and profit. • The city may use a time and materials type contract paid with federal funds in accordance with the above only (1) after a determination that no other contract is suitable; and (2) if the contract includes a ceiling price that the contractor exceeds at its own risk. 17. The city ensures that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. The city accomplishes this by conducting internet searches, including using vendor searches, and by using other less technologically-advanced tools to locate and identify potential contractors. Federal guidelines are followed regarding the number of bids required. 18. The city requires that construction or facility improvement contracts, or subcontracts, include a bid guarantee equivalent to 5% of the bid price from each bidder (such as bid bond or certified check), a performance bond on the part of the contractor for 100 percent of the contract price, and a payment bond on the part of the contractor for 100 percent of the contract price. Cash Management Source of Governing Requirements – The requirements for cash management are contained in the A-102 Common Rule (§ .21), OMB Circular A-133 (2 CFR section 215.22), program legislation, Federal awarding agency regulations, and the terms and conditions or the award. In order to ensure compliance with these requirements, the city has implemented the following policies and procedures: 1. Substantially all of the city’s grants are awarded on a reimbursement basis. As such, program costs will be expended and disbursed prior to requesting reimbursement from the grantor agency. 2. Cash draws will be initiated by the Finance Director or City Administrator who will determine the appropriate draw amount. Documentation of how this amount was determined will be retained and signed/dated. 3. The physical draw of cash will be processed through SWIFT (Minnesota’s State -wide Integrated Financial Tools