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File #: 2025-0070   
Type: Agenda Item Status: Passed
File created: 10/16/2024 In control: City Council
On agenda: 11/5/2024 Final action: 11/5/2024
Title: Approve and adopt update to the City of Ocala's Procurement Policy
Code sections: 2-386 - Establishment; Functions of Procurement and Contracting Department
Attachments: 1. FOR COUNCIL - City of Ocala Procurement Policy - November 5, 2024, 2. Summary of Modifications to Procurement Policy (10-001-2024), 3. January 2020 - Procurement Policy, 4. Ordinance No. 2017-34, 5. 3-15-2017 Council Report, 6. 8-19-2014 Council Report
Submitted By: Daphne Robinson
presenter
Presentation By: Daphne Robinson
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Department: Procurement and Contracting

STAFF RECOMMENDATION (Motion Ready):
title
Approve and adopt update to the City of Ocala's Procurement Policy
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OCALA'S RELEVANT STRATEGIC GOALS:
Fiscally Sustainable, Operational Excellence

PROOF OF PUBLICATION:
N/A

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BACKGROUND:
City Council's strategic priorities of fiscal sustainability and operational excellence include the provision of city controls for the effective and efficient use of resources per applicable laws, ordinances, contracts, policies, and procedures. To promote responsible spending and improved accountability, the City must consistently utilize an effective and efficient process for procuring goods and services, and its records must demonstrate that public funds are being properly used to fulfill the legally established responsibilities of the City Council.

As set forth in Section 2-387 of the Code of Ordinances for the City of Ocala, the City's Procurement and Contracting Officer is responsible for developing, preparing, adopting, and enforcing standard procurement and contracting policies and procedures in accordance with Florida law and City policy. Section 2-387 clearly defines the role of procurement and contracting as a City function and defines the role of the Procurement and Contracting Department as independent from all other City departments. The independent exercise of procurement authority is an essential piece of the City's overall system of internal controls.

The City of Ocala's Procurement Policy was last updated in January 2020. During the period June 2022 through September 2024, the Procurement and Contracting Officer conducted an organizational assessment of the City's latest Procurement Policy with input from the City's internal and external auditors, the City Attorney's Office, and audit reviewers with the federal funding agencies resulting in recommendations to modernize, stre...

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