Chapter 23 - OFFICE OF ADMINISTRATIVE SERVICES

Sec. 22.102. - Office of the Director. Chapter 24 - FINANCE DEPARTMENT Chapter 23 - OFFICE OF ADMINISTRATIVE SERVICES

PART 1. - OFFICE ESTABLISHED

Sec. 23.101. - Establishment; functions.

There is created an executive office to be known as the Office of Administrative Services. The Office is created and shall be responsible for the provision of resources and services essential for the overall management of Consolidated Government operations associated with: (i) soliciting, evaluating, procuring, and other functions related to the acquisition of supplies, contractual services, professional services, capital improvements, and other commodities necessary for the proper functioning of government; (ii) motor vehicle and related equipment management; (iii) animal care and control and related functions; (iv) customer service management, (v) investigations and mediation of complaints; (vi) solid waste, (vii) environmental quality; and (viii) such other functions and services as may be assigned by the Mayor or her designee.

(Ord. 2024-175-E, § 2; Ord. 2025-30-E, § 3)

Sec. 23.102. - Office of Administrative Services Manager.

The Manager of the Office of Administrative Services is the head of the Office. The Manager shall have a bachelor's degree or higher from an accredited college or university and at least five years of progressively responsible executive-level experience in a business, corporation, or governmental body or other commensurate training and experience. The Manager shall be appointed by the Mayor and shall serve at the pleasure of the Mayor. The Manager shall manage all operations of the Office of Administrative Services.

(Ord. 2024-175-E, § 2)

PART 2. - PROCUREMENT DIVISION

Sec. 23.201. - Establishment; functions.

There is created an executive division of the Office of Administrative Services to be known as the Procurement Division. The Division shall purchase or obtain, by lease or rental, for use of the City the necessary and appropriate supplies, materials, equipment, personal property, contractual services, printing facilities and warehouse operations, and insurance and surety bonds.

(Ord. 2024-175-E, § 2)

Sec. 23.202. - Chief of Procurement.

The Chief of Procurement is the head of the Procurement Division. The Chief of Procurement shall be appointed by the Mayor, subject to confirmation by Council, and shall serve at the pleasure of the Mayor. The Chief shall have a bachelor's degree or higher from an accredited college or university and at least five years of experience in an administrative or executive position as purchasing agent for a business, corporation, governmental body or other commensurate training and experience.

(Ord. 2024-175-E, § 2)

Sec. 23.203. - Duties of Chief of Procurement.

It shall be the duty of the Chief to:

(a)

Procure or contract for all supplies, contractual services, professional design services, professional services and capital improvements required by using agencies, except as provided herein;

(b)

Prepare and enforce standard specifications;

(c)

Transfer among using agencies or exchange or sell material which is surplus, including salvage;

(d)

Act to procure for the City the highest quality in supplies, contractual services, professional design services, professional services and capital improvements at the greatest economic value to the City;

(e)

Ensure compliance with the Procurement Code and rules and regulations applicable to the same;

(f)

Ensure full and open competition where possible on all purchases and sales;

(g)

Keep informed of current developments in the field of purchasing, prices, market conditions and new products;

(h)

Secure for the City the benefits of research done in the field of purchasing by other governmental jurisdictions, national technical societies, national trade associations and private businesses and organizations;

(i)

Prepare and adopt standard purchasing nomenclature for using agencies and suppliers;

(j)

Declare vendors who violate the requirements of this Procurement Code or who default on their quotations to be irresponsible bidders and discipline them regarding the submission of proposals or bids and/or receiving business from the City for a stated period of time, subject to review by the applicable Awards or Evaluation Committee and approval by the Mayor or his or her designate;

(k)

Prepare and maintain a current file of sources of supplies and services, to be known as a bidders' list, to which vendors may request to be included;

(l)

Oversee the operation and management of the Division, and perform such other duties and responsibilities as may be assigned by the Mayor or her designate in connection with the procurement of goods and services for the City, except where specifically exempted by the Council;

(m)

Assist and advise government agencies in the policies and methods of procuring goods, services, capital improvements, etc.;

(n)

Procure goods, services, capital improvements in accordance with applicable laws;

(o)

Provide a central reproduction center/mailroom for use by using agencies;

(p)

Provide a surplus facility and oversee the transfer and disposal of City property in accordance with applicable laws;

(q)

Operate and manage the City's centralized procurement functions, copy center, mail center, and surplus; and

(r)

Operate and manage the Division, and perform such other duties and responsibilities as may be assigned by the Mayor, the Manager of the Office of Administrative Services, or their respective designees in connection with the procurement of goods and services for the City, except where specifically exempted by the Council.

(s)

Oversee training on procurement methods in accordance with Part 4, Chapter 21, Ordinance Code; and

(t)

Develop, implement, and administer a contract administration certification program for City employees, subject to available funds and staff.

(Ord. 2024-175-E, § 2)

PART 3. - FLEET MANAGEMENT DIVISION

Sec. 23.301. - Establishment; functions.

There is created an executive division of the Office of Administrative Services to be known as the Fleet Management Division. The Division shall be responsible for the overall management of motor vehicle service operations of the Consolidated Government and development and implementation of policies and procedures for motor vehicles and related equipment utilized by the Consolidated Government, including without limitation:

(a)

Repairing and providing preventive maintenance for motor vehicles and related equipment owned by the City or independent agencies;

(b)

Developing, maintaining and keeping appropriate and accurate records pertaining to motor vehicle operation and maintenance;

(c)

Developing, evaluating and implementing procedures governing equipment, servicing schedules, equipment maintenance practices, equipment warranty compliances and safety inspections;

(d)

Developing and making recommendations to the Mayor, City Council, and the Manager of the Office of Administrative Services with regard to motor vehicle facilities, equipment and personnel;

(e)

Preparing specifications for and recommending motor vehicle and equipment replacement schedules;

(f)

Coordinating all information for a vehicle inventory and maintenance system;

(g)

Developing, maintaining and keeping appropriate and accurate records pertaining to the purchase, assignment, utilization, reassignment and disposal of all motor vehicles and equipment;

(h)

Preparing specifications for the procurement of supplies, maintain cost control, prepare special fuel tax and municipal tax refund reports and exercise control of all supplies used by motor vehicles owned or leased by the City;

(i)

Being responsible for quality control of all vehicle repair orders by testing and evaluating repair work performed by the Fleet Management Division;

(j)

Coordinating and facilitating the movement of vehicles and equipment from one shop to another to avoid delay of delivery to user agencies; and

(k)

Developing, maintaining, and keeping appropriate and accurate records that identify per mile cost and use/tracking information for every vehicle; and

(l)

Verify registration and perform safety inspections for wreckers, school buses, daycare vehicles, and any owners who voluntarily choose to have their vehicle inspected by Motor Vehicle Inspection (MVI).

(Ord. 2024-175-E, § 2)

Sec. 23.302. - Division Chief.

The Chief of Fleet Management is the head of the Fleet Management Division, shall be appointed by the Mayor, subject to confirmation by Council, and shall serve at the pleasure of the Mayor. The Chief shall have a bachelor's degree or higher from an accredited college or university and at least five years' experience in an administrative or executive position in the management, maintenance, and repair of motor vehicles, equipment, or similar operations or other commensurate training and experience. The Chief shall manage the various functions of the Division outlined herein, and perform such other duties and responsibilities as may be assigned by the Mayor, the Manager of the Office of Administrative Services, or their respective designees.

(Ord. 2024-175-E, § 2)

PART 4. - ANIMAL CARE AND PROTECTIVE SERVICES DIVISION

Sec. 23.401. - Establishment; functions.

There is created an executive division of the Office of Administrative Services to be known as the Animal Care and Protective Services Division. The Division shall enforce and implement laws and regulations relating to animals and animal control, animal regulatory codes, procedures, rules and regulations applicable to the City under general or special law or which may be adopted by the Council.

(Ord. 2024-175-E, § 2)

Sec. 23.402. - Division Chief.

The Chief of Animal Care and Protective Services is the Division Chief of the Animal Care and Protective Services Division. The Chief shall be appointed by the Mayor, subject to confirmation by the Council, and shall serve at the pleasure of the Mayor. The Chief shall have a bachelor's degree or higher from an accredited college or university and at least five years of management experience preferably in the management of an animal care facility or other commensurate training and experience.

(Ord. 2024-175-E, § 2)

PART 5. - OFFICE OF CITY LINK/630-CITY

Sec. 23.501. - City Link/630-CITY Office functions.

There is created as a function in the Office of Administrative Services to be known as City Link. City Link, also known as 630-CITY, shall serve as the City of Jacksonville's customer service center. 630-CITY shall serve as a liaison with the Office of the Mayor in facilitating the prompt disposition of public records requests. The office shall also have the following duties:

(a)

Manage the forecasting of call volume, staffing levels, customer service training and shall make regular reports to the Office of the Mayor and City Council as necessary for the improvement of City customer service;

(b)

Coordinate with City departments/agencies to ensure accurate distribution of information to customers;

(c)

Coordinate with the Emergency Preparedness Division during all activations and as needed to ensure accurate distribution of information to City departments/agencies and customers; and

(d)

Develop and implement marketing plans to increase public awareness of City programs and services.

(Ord. 2024-175-E, § 2)

PART 6. - OFFICE OF OMBUDSMAN

Sec. 23.601. - Office of Ombudsman functions.

There is created as a function in the Office of Administrative Services to be known as the Office of Ombudsman. The Office of Ombudsman shall act as a trusted intermediary to promote contractual fairness, neutrality, and administrative accountability and transparency through impartial investigations and mediation of complaints. The office shall offer assistance in the resolution of problems associated with post award contractual compliance issues, including but not limited to issues of payment and performance. The office shall have the following additional duties:

(a)

Manage multifaceted complex contract disputes involving contractors, subcontractors, and vendors;

(b)

Analyze complaints, manages cases and determines recommendations;

(c)

Confer with disputants to clarify issues, identify underlying concerns and develop an understanding of their respective need and interests;

(d)

Utilize mediation techniques to facilitate communication between disputants, to further parties' understanding of different perspectives and to guide parties toward mutual agreement;

(e)

Work with the Office of General Counsel to prepare settlement agreements or prepare for court proceedings;

(f)

Work with the Procurement Division to ensure that procurement processes and systems are followed;

(g)

Research, investigate complaints, write recommendations and reports for monitored contracts;

(h)

Compose, review and revise policies and procedures with regard to the office activities;

(i)

Partner with using agencies to assist in resolving contractual disputes; and

(j)

Assist the Equal Business Opportunity Office - Business Compliance in the resolution of disputes between City vendors regarding issues of payment, performance and overall contract compliance.

(Ord. 2024-175-E, § 2)

PART 7. - SOLID WASTE DIVISION

Sec. 23.701. - Establishment; functions.

There is created the Solid Waste Division. The Division shall be responsible for the planning, construction, administration and operation of all sanitation, solid waste management, and disposal activities and facilities of the Consolidated Government.

(Ord. 2025-30-E, § 4)

Sec. 23.702. - Division Chief.

The Chief of Solid Waste shall be the Division Chief for the Solid Waste Division. The Chief shall be appointed by the Mayor, subject to confirmation by the Council, and shall serve at the pleasure of the Mayor. The Chief shall have a bachelor's degree or higher from an accredited college or university and at least five years management experience in the solid waste industry.

(Ord. 2025-30-E, § 4)

PART 8. - ENVIRONMENTAL QUALITY DIVISION

Sec. 23.801. - Establishment; functions.

There is created an Environmental Quality Division within the Office of Administrative Services. The Environmental Quality Division shall be responsible for the administration, operation and enforcement of the air and water resources management activities of the City. The Division shall also be responsible for the enforcement of the City's laws concerning floating structures, derelict vessels, vessels at risk of becoming derelict, as hazards to water quality, public health and the environment within the waters of the county, as defined in Chapter 388, Ordinance Code. The enforcement of floating structures, derelict vessels, and vessels at risk of becoming derelict may be shared with the Municipal Code Compliance Division, and shall utilize a law enforcement officer as defined in F.S. § 705.101(4) when boarding a vessel or occupied floating structure.

(Ord. 2025-30-E, § 4; Ord. 2025-432-E, § 11)

Sec. 23.802. - Division Chief.

The Chief of Environmental Quality shall be the Division Chief of the Environmental Quality Division. The Chief shall be appointed by the Mayor, subject to confirmation by the Council, and shall serve at the pleasure of the Mayor. The Chief shall have a bachelor's degree or higher from an accredited college or university and at least five years of engineering or pollution control experience, including at least two years of experience in air and water pollution control activities and shall be registered by the State of Florida as a Professional Engineer within one year of appointment.

(Ord. 2025-30-E, § 4)

Sec. 23.803. - Enforcement Officers.

For purposes of enforcing Chapter 388 (Boats and Waterways), Ordinance Code, Environmental Quality Division employees authorized to administer and enforce Chapter 388 are authorized as Code Enforcement Officers, as defined in Chapter 609, Ordinance Code, and share the enforcement duties with the Municipal Code Compliance Division officers to carry out the enforcement of Chapter 388 on the Waters of the County, as defined in Chapter 388, Ordinance Code, but shall utilize a law enforcement officer as defined in § 705.101(4), F.S. when boarding a vessel or occupied floating structure. As such, the Environmental Quality Division Code Enforcement Officers shall utilize the powers conferred to Municipal Code Compliance Division personnel, as well as the powers conferred by this Chapter.

(Ord. 2025-30-E, § 4)

Sec. 22.102. - Office of the Director. Chapter 24 - FINANCE DEPARTMENT