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10. Not carefully documenting all steps of a procurement to create a record if questions arise
This item concerns the Panama City Port Authority's adherence to FEMA grant procurement requirements. It highlights the importance of thoroughly documenting all procurement steps to create a clear record. The Port Authority and its subrecipients must not award grants to entities that are debarred or suspended from federal assistance programs. This involves checking federal and state lists of excluded parties before entering into any contracts or using services. This process is currently under review to ensure compliance with federal regulations.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) All activities which benefit from the non -Federal entity’s indirect (F&A) cost including
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) Evaluate each subrecipient’s risk of noncompliance with Federal, State, and Port Authority
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) Grant funds awarded to the Port Authority shall not be used to supplant an existing expense
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) Grant-purchased equipment must be properly maintained and safeguarded, and equipment
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) Is considered ordinary and necessary for operation or efficient performance of the award
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) Port Authority Attorney’s Office – copy
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) The Port Authority currently does not have an Indirect Cost Rate Agreement with a Federal
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) The advance payments must be maintained in interest bearing accounts unless certain exceptions
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2) These principles must also be used by the non-Federal entity as a guide in the pricing of fixed
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. A list of local minority business and women’s business must be downloaded and maintained in
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Analyze other sources that have been received, anticipated, or that are available and determine
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Assuring that small and minority businesses, and women’s business enterprises are solicited
This item is a policy discussion by the Panama City Port Authority regarding outreach to small and minority businesses, and women’s business enterprises. The Authority is considering how to ensure these businesses are asked to bid on work when they could be a source. This item is currently under review as part of the Authority's planning process. The discussion could lead to future requirements for soliciting diverse businesses on upcoming projects. This early stage means potential opportunities for businesses that provide services related to procurement, outreach, and compliance. Contractors, suppliers, and service providers are encouraged to monitor future Authority actions and engage with the Authority to understand how they can participate in future solicitations.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Citizens have the ability to provide input and comment Board meetings when the Resolution for
The Panama City Port Authority is reviewing grant agreements that will obligate the Port Authority for project work. When a grant is awarded, the Grant Manager reviews the contract for any changes from the original application and coordinates with the Port Authority Attorney for legal review. The awarded grant contract is then presented to the Port Authority Board for approval in a public meeting. After approval, the contract is signed and submitted for final execution. The Port Authority Accounting Office will then establish revenue and expenditure accounts and budget transfers. This process will set in motion work that could involve site preparation, utility work, construction, and other related services. Local contractors, trades, suppliers, and service providers are encouraged to reach out early to understand the scope and potential needs as these grant awards are processed and projects are initiated.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
- Address:
- One Seaport Drive, Panama City, FL, 32401
2. Continuing work under a sole-source contract after the urgent need (see #1) has ended, instead
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Convicted, Suspended, Discriminatory, Complaints Vendor Lists for the State of Florida are
This item concerns the Panama City Port Authority's process for developing, executing, and distributing contracts. It outlines the steps after a contractor is selected, including coordination between the Grant Manager and Accounting Department to finalize contract details like cost, performance period, and completion dates. The Port Authority Attorney will review contracts before they are presented to the PCPA. This process is currently under review as part of the Port Authority's standard operating procedures. The work involves administrative and legal review, with potential future needs for contractors once specific projects are defined and put out for bid. Businesses such as legal services, accounting services, and general contractors could benefit from understanding this process early. Staying informed about the Port Authority's contract development steps can provide an advantage when specific projects are announced.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Cost estimates from Engineers
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Identification of the expected results or benefits of the program
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. If a grant application requires a public hearing, the agenda items must be submitted
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
2. Match requirements and sources
Panama City Port Authority listed this item on its agenda for 2026-06-18 in City of Panama City. The posted record gives the item title and nothing else, so there is no site, no size and no applicant on file for it yet. Local businesses that want to follow it can open the official agenda link above and watch for the fuller write-up the body posts as the meeting gets closer.
- Board:
- Panama City Port Authority
- Date:
- 2026-06-18
- Type:
- Agenda_item
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