§ 2-346. Definitions.

Addendum. Additional directions or modifications during the county procurement process to a solicitation which is issued as a separate advisory document after issuance of such solicitation by the purchasing director or his designee.

Competitive bidding. Two or more bids or proposals submitted for the same item or services by responsible bidders.

Competitive solicitation. Request for bids (RFB), request for proposals (RFP), request for qualifications (RFQ), requests for applications (RFA), request for information (RFI) or any other competitive solicitations authorized by general law to be exercised by non-charter counties.

Consultant's Competitive Negotiation Act (CCNA). The official name for F.S. § 287.055, relating to the procurement of architectural, engineering, landscape architecture, and registered land surveying services. These services shall be procured by request for qualifications, and competitive selection and negotiation.

Contract. A written agreement between two or more competent parties to perform or not perform a specific act or acts. Any type of agreement regardless of what it is called for the procurement or disposal of supplies, services or construction.

Contractor. Any person or firm having a contract with the county.

County. Monroe County, a political subdivision of the State of Florida, or any of its authorized representatives pursuant to ordinance, resolution, or administrative code.

Department head. The person responsible for the operations of the department and employees within that department.

Evaluation or selection committee. The committee approved to review offers and responses to requests for proposals (RFP) and requests for qualifications (RFQ) in accordance with the policies and procedures of the purchasing department, and when required, in accordance with the State of Florida Competitive Consultants Negotiation Act (CCNA).

Investigative services. For the purposes of this article, the term "investigative services" shall mean the services performed by an independent contractor or firm selected by the county through such person's training, expertise, and/or experience to investigate matters of concern to the county and to assist the court in determining the appropriation action to take. The term encompasses not only firms, individuals, and activities regulated under F.S. ch. 493, but also those activities exempted from regulation under and/or not regulated by F.S. ch. 493.

Legal services. Services of legal counsel authorized by the office of the county attorney, including, but not limited to, expert witnesses, conflict counsel, division of administrative hearings (DOAH) services and other services required by the office of the county attorney.

OMB. The county's office of management and budget.

Pre-bid conference (or pre-proposal conference). A meeting held with prospective bidders prior to solicitation of or the date for receipt of bids or proposals, to recognize state of the art limits, technical aspects, specifications, and standards relative to the subject, and to elicit expertise and bidders' interest in submitting a bid or pursuing the task.

Proposal. An executed formal document submitted to the county stating the goods and/or services offered to satisfy the need as requested in the request for proposal.

Professional services. An independent contractor in one of more of the following professional fields: appraisal services (as per F.S. 125.355); audit and accounting services; consultants in planning, management, and technological or scientific advisors; financial services in rating and underwriting of bonds and investment services and medical services.

Purchase order. A document which authorizes the delivery of specific merchandise or the rendering of certain services and the making of a charge for them.

Purchasing director. The person holding the position as head of the purchasing department.

Request for applications (RFA). A solicitation for applications for funding which from time to time may be issued by the county or tourist development council for various programs.

Request for bids (RFB). A solicitation of the responses for prices and terms for procurement of goods and/or services for which the scope of work, specifications or contractual terms and conditions can be closely defined. Evaluation of a bid is based upon price, conformance with the specifications and deemed submitted by a responsible bidder.

Request for information (RFI). A written or electronically posted request made by an agency to vendors for information concerning commodities or contractual services. Responses to these requests are not offers and may not be accepted by the agency to form a binding contract. A letter of interest may or may not be required as part of the RFI process.

Request for proposal (RFP). A solicitation of the responses for prices and terms for procurement of goods and/or services for which the scope of work, specifications or contractual terms and conditions cannot reasonably be closely defined by the county. Evaluation of a proposal is based on prior established criteria which may include but may or may not be totally limited to price.

Request for qualifications (RFQ). A solicitation of responses from vendors whereby vendors are invited to submit a summary of their particular qualifications and to state their interest in performing a specific job or service for the county. From such submissions, the county selection committee determines which of such vendors shall be short-listed, interviewed, and recommended to the board of county commissioners for permission to negotiate for scope of work and fees.

Responsible bidder. An individual or business which has submitted a bid, offer, proposal, quotation, or response which, as determined by the county, has the capability in all respects to perform fully the contract requirements and the experience, integrity, reliability and capacity, facilities, equipment and credit which give reasonable assurance of good faith and performance. The county may also consider and give weight to the bidder's previous conduct and performance under previous contracts with the county and other agencies (including but not limited to delinquency), and determine the quality of the bidder's previous work.

Responsive bidder. An individual or business which had submitted a bid, offer, proposal, quotation or response which, as determined by the county, conforms in all material respects to the solicitation which may include but is not limited to pricing, surety, insurance, specifications of the goods or services requested or any other matter unequivocally stated in the invitation for bids as a determinant of responsiveness. A lack of conformity in these matters which is nonsubstantive in nature may be considered a technicality or irregularity which may be waived by the county commission.

Responsive bid. A bid or proposal which conforms in all material respects to the request to bid or request for proposals.

Sole source. The only source of the item(s) which meets the needs of the using department as determined by the required process under the Monroe County Purchasing Policies and Procedures.

Utility/local telephone services. Services from a utility whose rates are determined and controlled by the public service commission or other governmental authority, including but not limited to electricity, natural gas, water, sewer, wastewater, telephone, telecommunications, and cable television services.

( Ord. No. 006-2012, § 1 ; Ord. No. 001-2017 , § 1)