Ordinance 2025-625 - Laserfiche WebLink

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budget. Procurement's responsibilities, such as soliciting bids and awarding contracts or Purchase Orders, should be distinct from Finance's roles of managing invoices, issuing payments managing accounts receivables and budget. The Generally Accepted Accounting Principles (GAAP) supports the separation between the Procurement function and the Finance function by emphasizing the principle of "segregation of duties" which means assigning different responsibilities for authorizing purchases, receiving goods, approving invoices, and making payments, thus preventing potential conflicts of interest and fraud. Although Finance and Purchasing currently have internal controls clearly separating the roles/approvals of Procurement and Finance (reflected in the city's no -findings audit outcomes) approving both departments' independence will create an additional layer of autonomy. Procurement Task and Responsibilities include but are not limited to: • Contracts: Managing the procurements, awards, contract administration and risk for over 1,700 contracts in FY24 alone. Note, Purchase Orders are legally binding contracts between the City and the awarded vendor. A PO to a supplier formalizes all the terms and conditions of a proposed transaction (e.g. description of the requested items, cost of items being purchased, delivery schedule, terms of payment, transportation/lead-time). • Risk: In 2024, managed over 600 vendor certificate of insurances (between expired and renewals), and construction surety bonds. • Legislation: Staying current on legislative developments affecting procurement. • Business Outreach: Host "How to do Business" Workshops for vendors interested in doing business with the City of Sunny Isles Beach. • Surplus: In FY24, Purchasing released and awarded $119,409.00 worth of surplus which is received by Finance to the city's general fund account. • Inventory: Inspect and receive goods, such as vehicles, equipment & furniture, with the support of the end-user department. Creation of the Innovation and Technology (IT) Department: Although the City has been operating for over 20 years with an Information Technology Department, the department had not been formally created within the City Code, Chapter 22-1 as required. The traditional information technology department has evolved over time to remain current with new technologies and trends. We have tasked this department to utilize technology innovatively to perform tasks better and more efficiently as well as managing a cybersecurity program that ensures a safe and resilient digital environment. They work closely with all departments to find solutions and improvements to our operations. For these reasons, we recommend formally establishing the Innovation and Technology Department to continue to ensure our high standard of services and innovation. Removal of the Development Services Department to be replaced with the Planning and Zoning Department: The Development Services Department was created in Chapter 22-1 in December 2020 to combine the Planning and Zoning Department with the Code Compliance Department. As we currently operate, each 58