Vendor Guide
Procurement Division Overview
The Procurement Division is responsible for the acquisition of goods and services for all City Departments. The principal objective of the Procurement Division is to obtain the “best value” for the City in its procurements and to ensure equal opportunity through fair and open access to all vendors. Purchases are made using a competitive system for formal and informal bidding, with awards typically going to the most responsive and responsible bidder.
Vendor Engagement
The Procurement Division serves as your primary point of contact and should be your first point of contact when engaging with the City. Visits by vendors and their representatives are welcomed. To ensure a productive meeting, scheduling an appointment in advance by telephone is recommended. This allows staff to prepare adequately.
eProcurement
The Procurement Division utilizes eProcurement in its distribution of solicitations. Vendors and potential bidders are encouraged to register directly on this website through the City’s vendor registration portal to join the City’s eBid System and receive relevant notifications.
Once registered, vendors will begin receiving email notifications of solicitation opportunities based on the commodity codes selected during the registration process.
To ensure you don’t miss opportunities, keep your vendor profile up to date. Vendors are responsible for maintaining accurate and current profile information electronically.
Through the eBid System, registered vendors can access:
- Current solicitations
- Plan holders list(s)
- Closed solicitations
- Bid tabulations
- Award information
- And other important procurement-related updates
The Procurement Division issues informal and formal competitive solicitations (IFB, RFP, RFQ, ITN, LOI, RTQ, etc.)
The City has a decentralized procurement function. Vendors must have a purchase order, except as for the solicitations described below. The Procurement Division uses five basic types of procurement methods for the purchase of goods and services. Professional engineering services are procured using the Florida Statute 287. During the formal bidding process, the cone of silence limits discussions to only the Procurement Staff. All requests for product evaluations (excluding sample supplies) should be made through the Procurement Division.
- ITB = Invitation for Bids: Solicitations to purchase materials, supplies, equipment, and construction. Responses and replies are submitted directly into the e-Bid System electronically. Awards are usually made to the lowest most responsive and responsible bidder that meets the requirements.
- RFP = Requests for Proposals (RFP): Request for Proposals may be used to receive proposals, which seek creativity or different ways of accomplishing a task or solving a problem. RFPs are designed to select the best proposal based on the criteria stipulated in the RFP.
- RFQ = Request for Qualifications method is used often for purchases of professional services. Prospective vendors are required to submit statements of qualifications in accordance with objectives stated in the Request for Qualifications.
- LOI = Letters of Information method is used to identify vendors with proven experience and qualifications to provide a particular service. The LOI is a preliminary understanding of parties that intend to enter into a contract.
- RTQ = Request to Qualify is designed to obtain pools of contractors, vendors, or bidders to provide quotes for goods or services on an as needed basis.
| Procurement Levels / Amounts | Solicitation Method |
|---|---|
| $0.00 - $2,999.99 | No quotes required – P-Card Purchase |
| $3,000.00 - $49,999.99 | At least three (3) written quotes |
| $50,000.00 - and Over | Formal solicitations are issued by the Procurement Division and requires Commission approval |