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CITY OF ATLANTIC BEACH
\ CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Response Re: Acceptance of faxed Documents for Sealed Bids
SUBMITTED BY: David E. Thompson Manager
DATE: February 2, 1999
BACKGROUND: At the January 25, 1999 City Commission Meeting, the question
was presented as to whether or not the City should accept FAXED
copies of insurance certificates instead of originals in sealed bid
packages. After discussion with purchasing staff, it is our opinion
that we should continue to require original insurance documents.
There have been incidents in the past where insurance documents
were altered before being included in the bid package. As a
response to this problem, the City started requiring original
documents. The originals are more difficult to alter without
~, detection, and if there is a future problem relative to the bidder, the
original document maybe advantageous to us. The original
document assures the City that the bidder has valid and current
insurance.
It is clearly stated in the bid specifications that the original
insurance certificate is required, and there have been no complaints
of any hardship that is created by this requirement. Following
basic instructions is part of the bid process, and we do not believe
that compliance with this requirement is unreasonable.
RECOMMENDATIONS: We recommend that the City continue to require original insurance
certificates in sealed bids.
ATTACHMENTS: Memorandum from Finance Director Nelson Van Liere
REVIEWED BY CITY MANAGER:
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CITY OF
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800 SE~IINOLE ROAD
ATLANTIC BEACH, FLORIDA 32233-5-1.15
TELEPHONE (904) 247-5800
FAX (904) 247-5805
SUNCOb1 852-5800
MEMORANDUM
Date:
To:
From:
Subject:
February 1,1999
David Thompson, City Manager
Nelson Van Liere, Finance Director ~.~ - _
Purchasing Procedures regarding the acceptance of faxed insurance
certificates.
There are two reasons that a faxed document cannot be accepted as part of a bid.
1. The City's code: Sec. 2-334 states that bids shall be submitted sealed to the city manager
t ' and shall be identified as bids on the envelope. Bids shall be opened in public at the time
and place stated in the public notice.
Clearly it would be impossible to fax a sealed bid.
2. The requirement of an original insurance certificate will give better assurance that the
bidder has obtained insurance for the work to be done on behalf of the City of Atlantic
Beach and that the certificate is valid and current.
Faxed documents are generally not as clear as originals and there is no way to determine
if the document was altered prior to being faxed.
An original insurance certificate is a required item for a bid to be complete. It does not
represent a hardship to bidders to obtain this documentation and has been required by the City for
years.
Recommendation:
The City continue to require an original insurance certificate as part of the complete bid which
shall be sealed and delivered to the City to be opened in public.