Does a supplier really need to attend pre-bid meetings and site visits?
Most pre-bid or pre-proposal conferences and site visits are not mandatory. However, in order to offer a responsive bid or proposal, a supplier should attend these meetings. Ignorance of existing conditions is not an acceptable excuse for non-performance at a later date. Bidders should take every opportunity to get to know the project and the requirements for that project.
Does the City allow telephone quotes?
Telephone quotes are allowed for items costing up to $2.500. Telephone quotes are sometimes requested by departments, who have been delegated this authority by the Citywide Procurement Policy.
Does the City offer preferences for small and/or minority businesses?We must award bids to the lowest, responsible, responsive supplier or to those suppliers providing the best value solution to the City. In accordance with the Procurement Statutes, the City of Delray Beach is unable to grant preferences. That being said, the City promotes diversity, inclusion, and local business opportunities in the City’s contracting and procurement process for businesses headquartered in the Palm Beach County Metropolitan Statistical Area.
Does the Purchasing Department buy for all City Departments?
The Purchasing Department handles procurement for all offices with the following exceptions:
- Real Estate
- Land Development Deals
How does the City advertise for goods or services?
Advertisements for goods and services are solicited by Invitations to Bid and Requests for Proposals and are posted for viewing on the City’s Purchasing Website through BidSync.
If a supplier has a question regarding the specifications or requirements, who can they ask for clarification?
Any question concerning the solicitation should be directed, in writing, to the person whose name and contact information is listed in the solicitation. Correspondence must include the solicitation number and reference the specific section in question. No verbal response or interpretation that constitutes a material change to the solicitation is binding, unless it is issued as a written addendum to the solicitation.
If a supplier has more than one division of their company during business with the City, do they need a separate Supplier Registration From on file?
If each division has a different Federal ID # (FID), then a separate Supplier Registration Form must be submitted. If the division has the same FID, but different mailing addresses, it will be added as a Remit address on the main supplier’s account.
May a supplier get information regarding solicitations after submission or if they did not bid?Yes.
Must a company hold residence in Florida to do business with the City?
No. However, any supplier soliciting or providing business in Florida should be registered in SunBiz.
What are some common mistakes made during bid submittals?
Because of the structural nature of government contracting, the City has little flexibility if the bid a submitted does not respond to all specifications and requirements outlined in the bid. So it is critical that a supplier submit a bid that is right the first (and perhaps only) time, or else we may not be able to consider the bid.
Here are some things for a supplier to keep in mind:
- Be Timely. Suppliers must submit bids by the date and time specified. Late bids cannot be considered.
- Read the Bid Conditions. Each bid contains a number of bid conditions, some applicable to all bids, and some tailored to the particular bid. Prices must be firm for the period specified, which can be from as short as 90 days to as long as 5 years. For a contract, which could extend over several years, prices may change yearly.
- Be Responsive. Bid on items and in quantities the bid requests. If a supplier adds any qualifications or reservations to their bid, the bid may be considered conditional or non-responsive and can be rejected.
FAILURE TO ADHERE TO BID CONDITIONS MAY RESULT IN REJECTION OF THE BID.
What are the bonding requirements?There are several types of bonds that may be required - Bid Bonds, Performance Bonds and Payment Bonds. See information in solicitations for details.
What are the Purchasing thresholds?
Procurement has the following bidding levels:
- Goods and services costing less than $5,000 may be handled by requesting agencies by any reasonable means.
- Goods and services with costs estimated to be greater than $10,000 and less than a total cost of $65,000 require informal solicitations with multiple quotes, at a minimum three.
- Goods and services with costs $10,000 and over require written quotations from a minimum of three sources.
- Goods and services with estimated costs of more than $65,000 require a formal sealed bid process.
Professional Engineering services must be solicited through a formal solicitation process and requires an RFQ or RFP.
What are your office hours?
Standard office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Staff is generally available for your assistance from 8:00 a.m. to 5:00 p.m. daily.
What does the Requesting Agency have to do?
The requesting agency must verify that the order was received complete and in good condition. Invoices are sent directly to Accounts Payable (A/P). A/P scans the invoices and sends them electronically to the department. Once the invoice is approved by the requesting department and the invoice is routed back to A/P, payment will be initiated by A/P.
Who originates the requirement for invitations to Bid or Requests for Proposals?
Typically a City department submits a request for services to Purchasing for a specific requirement.