INTRODUCTION
This guide has been designed to explain the purchasing process by which the City of Madeira Beach provides the needed commodities and services to the various departments within the City.
NOTICE OF BID SOLICITATIONS
Bidders List: If you wish to automatically receive notice of bid solicitations for your product or service area, simply long on to:
or call
(800) 711-1712
You will be sent a vendor application and a list of all commodities and services the City purchases. List the code for those commodities and services your company supplies and return the application to DemandStar.com.
You will then be placed on the Bidders List and will automatically be forwarded formal bid solicitations for the commodity area(s) you have indicated when there is a need by the City of Madeira Beach. However, this is not a guarantee. There are times when it may be unclear whether you can provide the specific goods or services required and times when you may not receive the specifications. Therefore, vendors are encouraged to regularly check the means described below to ensure that you are aware of all solicitations in which you may be interested.
Public Notice/Advertisement:
The City advertises all formal bids in the St. Petersburg Times and on the Internet.
Pre- Bid Conference:
The City conducts pre-bid conferences on many construction projects and specialized services. These meetings offer contractors and vendors the opportunity to meet City personnel for a firsthand presentation of the project. You are encouraged to review the project manual and drawings prior to the conference in order to discuss, question and comment on bid conditions, specifications and the project schedule. Questions or comments which necessitate an interpretation or modification of plans, specifications or contract documents will be made in writing in the form of an addendum circulated to all potential bidders.
Deposits:
Some plans and specifications may require a non-refundable deposit in the form of a check, money order or bid bond.
UNDERSTANDING BUYING LEVELS
The following purchasing methods are used by the City to acquire products, services and equipment:
A. Small Purchases (Under $1,000.00): Purchases under $1,000.00 are purchased on the open market based on the buyer’s knowledge and experience.
B. Informal Quotes and Bids ($1,000.00 - $15,000.00): Purchases from ($1,000.00 - $15,000.00 are procured via a minimum of three telephone quotes or written quotes from selected vendors. Vendors should take particular care when quoting prices to assure accuracy. Telephone quotes should be provided the same day requested, if possible. Written quotes should be returned within the designated time period. Quotes are reviewed and selection made to the lowest responsive and responsible quoter.
C. Formal Sealed Bids (Over $15,000.00): Most purchases exceeding $15,000.00, whether a ONE TIME PURCHASE, a CONTRACT, or a BLANKET PURCHASE, are acquired through this process. Bid packages are prepared with specifications and conditions including items bid, units and total quantity required, instructions for bidding, delivery information and any special requirements for bidding. Assigned dates for advertising and for bid opening are also included. City staff will recommend the lowest, most responsive and responsible bidder meeting the specifications, and will issue a contract or a purchase order. In certain instances, approval of the Board of Commissioners is required prior to the issuance of a contract or purchase order.
D. Requests for Proposals (RFP): Requests for Proposals are often used for purchases of professional services or equipment of a highly technical nature. Award is made on the basis of evaluating several criteria, such as experience, qualifications, past performance and other factors. RFP’s are designed to select the best proposal based on the criteria stipulated in the RFP. Rather than detailed specifications which are contained in Formal Sealed Bids, the RFP generally includes a series of objectives and scope of work to be accomplished.
OTHER METHODS
The City uses other methods of purchasing when competitive bidding is not possible or may not be in the best interest of the City. They are:
Single Source Purchase - Single or sole source procurement is a contract for the purchase of goods and services entered into after soliciting and/or negotiating with only one source, usually because of the technology or uniqueness required.
Emergency Purchase - An emergency occurs when there exists an immediate threat to the health, safety or welfare of City employees or its citizens; when it is necessary to maintain or restore vital machinery, equipment or services; when in is necessary to address regulatory laws and permits; or situations which may cause major financial impact to the City should immediate action not to be taken.
State of Florida Term Contract - The City has the option to utilize State Contracts when purchasing equipment, supplies, and services. The Department of Management Services, Division of Purchasing, in Tallahassee establishes contracts that are common to state agencies, local governments, and other public entities. These contracts for goods and services are consolidated and standard specifications are prepared and developed. State contracts are awarded for specified time periods and are available for use by governmental entities.
HOW TO BID ON CITY CONTRACTS
Bid Forms: Upon learning of an upcoming contract, you may obtain a bid package contacting the person specified in the bid notice. When you request your bid package, ask for it by Title and Bid Number (if available) -- this information generally appears in advertisements, solicitations and notices.
The bid package contains the specifications and/or scope of work for the commodity or service being purchased and the terms and conditions governing the bid. It will generally become part of the actual contract if you are awarded the bid.
Once you have completed the bid form, check for errors, and make sure that all required signatures and attachments (i.e., bid security, product information, etc.) are included. Then, seal the bid in an envelope with your company’s name, Bid Number and Title and Bid Opening Date on the outside of the envelope.
Be sure that your bid reaches the City Manager’s Office before the time and date specified on the form. Late bids will not be accepted.
All bids are opened in public, read aloud in the specified Bid Opening Room and are available for public inspection ten days after opening. To arrange for an inspection of bid results, contact the City Manager’s Office or DemandStar.com.
Direct all questions regarding the bid form to the designated contact person.
Telephone Quotes: In Informal Quotation situations, quotes are obtained by telephone. Such telephone quotes have the same integrity as written quotes, and the lowest responsive and responsible bidder will receive the award.
Specifications: Specifications are detailed descriptions of the intended purchase, establishing the minimum acceptable standards. They are included in the bid documents. If you have any questions, concerns, or objections regarding specifications, contact the person indicated in the bid proposal, or make inquiries during the pre-bid conference. Questions or clarifications to plans, specifications or contract documents must be submitted in writing. Responses shall be made in writing in the form of an addendum provided to all potential bidders.
The specifications for some items will ask for a Brand Name or Equal. If you cannot supply the indicated brand name, you may offer a product that is "equal to" or "better than" the brand name quality set forth in the bid proposal. You will be assured of fair competition with other vendors.
IMPORTANT: Please contact us, a minimum of seven days before bid opening, if you have any questions concerning the requirements of the Bid.
Bid Security and Bonds: It is the intention of the City to eliminate the requirement for bid securities (bid bonds, certified checks, etc.) unless absolutely necessary.
If a bid Security is required, it will be specifically stated in the Instructions to Bidders contained in the bid documents.
Deposits are held until the contract is awarded, at which time all deposits other that the awarded vendor’s are released. The awarded vendor’s deposit is released when the contract is executed by the City--unless the bid proposal stipulates that the deposit will be held throughout the term of the contract.
Samples and Testing: Please note that the City may require samples and an inspection of plant facilities prior to, or after an award of contract.
Addenda and Changes in the Bid Proposal: During the course of a formal written bid procedure, changes may take place affecting the terms and conditions or the specifications of the bid. In these instances, a written addendum will be provided to all vendors who have received bid documents. These changes become an integral part of the bid and must be signed and returned with your bid proposal.
Errors in Bidding: Your bid is your firm offer to enter into contract with the City. However, if you discover that you have made an honest mistake in your bid, which you can substantiate with documentary evidence, you must notify the City Manager, in writing, before an award is made. The City Manager then has the discretion to release you from your bid.
Bid Withdrawal: All bids submitted must be firm for the minimum of time stipulated in the bid document. No bidder may withdraw a bid within this time, unless an error is discovered and handled per above. Bids may be withdrawn, by an authorized representative of your firm, prior to bid openings.
BID AWARD
Lowest Responsive and Responsible Bidder: After bids are read and tabulated, they are analyzed by the department requesting the goods or services to determine the lowest responsive and responsible bid. Although the time varies, analysis and award is generally completed within thirty days. An independent review of bid responses is made by the City Manager to determine concurrence with the department recommendation.
Bid Tabulations: Bid tabulations showing bid results and recommended award are available upon request to City Manager’s Office for a period of seven working days.
Rejection of Bids: Whenever it is in the City’s best interest, the City Manager reserves the right to reject any and all bids. (Rejection of bids is not done frivolously).
Board Approval: The Board of Commissioners’ approval is required for awards exceeding $15,000.
Right to Protest: Any actual or prospective bidder who is allegedly aggrieved in connection with a pending award may protest to the City Manager within seven days after the posting of the recommended award. A due procedure will be followed to resolve any protests.
Notice of Award: If the City has determined that you are the lowest responsive and responsible bidder, a purchase order or contract may be issued. In the alternative, you may be sent a letter notifying you of the City’s intent to award you a contract. This letter will also advise you if there are any requirements necessary for you to complete in order to execute the contract.
POST AWARD
Vendor Default: Vendors who fail to provide goods and/or services in accordance with the terms and conditions of their contract will be held in default. The City will hold such vendors liable for all extra costs incurred in the procurement of the goods and/or services from another vendor. Such default is also subject to suspension from doing business with the City for up to two years. A second default may result in permanent debarment of a vendor.
Change Orders and Modifications: Occasionally, after a contract has been awarded, changes occur in either price or performance. If the contract provides for modifications, it is done by a written change order or contract amendment, which is mutually acceptable to the City and the vendor.
Please note that the contract may specifically state the circumstances under which changes are allowed. Vendors must follow the guidelines in the contract to submit or respond to change requests.
Vendor Payment: Payments are approved by the department which orders the goods and/or services. Invoices should be sent directly to the address specified on the purchase order. Questions regarding payments can best be answered by the City’s Finance Department, (727) 391-9951.
To ensure prompt payment of a purchase order, invoices containing the proper information must be submitted to the address indicated on the purchase order.
Invoices must contain proper quantities, units and total prices as stated on the purchase order. No payments will be issued prior to receipt and acceptance of commodities and services by authorized City representatives.
The City’s computerized purchase order system encumbers funds simultaneously as the order is input. The purchase order is mailed the same day and is ready to process for payment immediately upon receipt and acceptance of goods and services. The City processes most invoices for payment within thirty days, and expedites payments where additional discounts for prompt payment are offered.
GIFTS AND GRATUITIES
City policy prohibits acceptance of gifts at any time, other than advertising novelties. Employees must not become obligated to any supplier and shall not participate in any City transaction from which they may benefit directly or indirectly.
HOW DO I CONTACT THE CITY?
City of Madeira Beach purchase orders are issued by the Finance Department, located at 300 Municipal Drive, Madeira Beach, Florida 33708; Telephone: (727) 391-9951; Fax: (727) 395-9361.
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