For Your Information:

Vendor Responsibilities

To assure a completed Vendor Registration is submitted to the Office of Purchasing and Materials Management.

To notify Purchasing of any name or address change or changes in product or services offered.

To read all detailed specifications and bid documents, and to comply with all instructions and required conditions. Any addition, deviation or omission may be grounds for disqualification. Bidders and vendors who do not fully understand a request should contact Purchasing and ask for an explanation from the buyer of the item in question.

To quote firm contract prices only. The bid price shall be for complete installation or delivery, ready for owner's use, and shall include all applicable freight and installation charges, except where otherwise provided.

To submit bid proposals or letter quotes on forms supplied by the Purchasing Office except as otherwise expressly authorized in writing.

To assure that an original signature of an authorized representative of the firm is on the bid document.

To ensure that bids are submitted to the Purchasing Office located in City Hall, before bid opening time. Failure to do so will result in the bid being retained in the "Bid File" unopened.

To provide the proper quality of product. When submitting an alternate bid, the bidder shall clearly identify the bid as an alternate by crossing out the product specified and typing or printing the word "alternate" and entering the unit price and the extension in the same manner as bidding upon the specified product. A brochure describing the alternate should be included. The Director of Purchasing will assume that the bid is on the specified product if this is not done.

To provide a reasonable and competitive price.

To provide, upon request, a schedule of delivery of items or services.

To process all orders promptly and accurately.

To provide information on new products, processes, materials and provide demonstrations or samples when requested.

Pre-Bid Meetings

Pre-bid meetings are held whenever complex products or services are being processed. These meetings give you - the vendor - the opportunity to meet buyers and department staff and to examine and discuss specifications, bid conditions, and delivery information.

Types of Purchases

The Purchasing Office enters into two types of purchases:
Open Market and Contract.

Open Market

Purchases of a specific item, equipment, or service, at a firm price, for a fixed quantity at a specified delivery time. Awards are made to the most responsible and responsive bidder who meets the specifications and conditions.

Contract Purchases

Purchases of estimated quantities of items, equipment, or services at a firm unit price for a specified period of time. Estimated quantities are established through prior usage by City departments. Actual orders placed during the contract period may vary from the estimates given.

Awards are made to qualified single or multiple vendors who meet the specifications and conditions. Most contracts are awarded for one year although they may be for longer or shorter periods.

Advertisements

Purchases of $50,000.00 or more are routinely advertised in the legal section of The Orlando Sentinel or The Orlando Times and on the Office of Purchasing & Materials Management Bulletin Board at City Hall at least 5 days prior to bid openings, unless an emergency situation exists. In that case, no advertisement is required. 

Security/Bonding Requirements

Security is not required on the majority of purchases made by the City. If security is required, the specific conditions contained in the bid invitation will indicate the kind and amount. When a bid deposit is required, a bid will not be accepted without it. The principal types of security are as follows:

Bid Deposit

A bid bond signed by a surety company licensed to do business in the State of Florida or a bank cashier's check, certified check, bank treasurer's check, U.S. Postal money order, or other direct obligation drawn on a responsible bank doing business in the United States. Personal or company checks are not acceptable. The deposit must be made payable to the City of Orlando, in the amount specified in the bid package and enclosed with your bid. The bid deposit will be forfeited to the City should the successful bidder fail to accept the award. Bid deposits are returned to the unsuccessful bidders within 10 days after the award and acceptance by the successful bidder.

Performance Bond

A Performance Bond payable to the City of Orlando, in the amount specified in the bid invitation, is required only from the successful bidder. Performance bonds are retained by the City until all items, equipment and/or services specified in the contract or purchase order have been completed to the satisfaction of the City. The Performance Bond will be forfeited to the City should the successful bidder fail to comply with the terms and conditions as set forth in the specifications and award.

Insurance

Whenever a purchase order or contract requires the vendor to perform an installation, repair, or service on City property, it will be necessary for the vendor to provide an insurance certificate evidencing insurance coverages as may be required and naming the City as an additional insured.

Minority/Women-Owned
Vendor Procurement Program

 The City of Orlando is committed to helping qualified Minority Business Enterprises (MBE) and Women-Owned Business Enterprises (WBE) gain a fair position in the City's economic mainstream through our purchasing programs. In this regard, Chapter 57 of the Orlando City Code provides Minority Business Enterprises and Women-Owned Business Enterprises the maximum practicable opportunity to participate as suppliers and contractors in the performance of City Contracts. To learn more about this program and whether your company qualifies for certification as a Minority Business Enterprise or Women-Owned Business Enterprise, please contact the City's Minority Business Office at (407) 246-2623.

Bidding Public Works Contracts

The Bureau of Engineering, Department of Public Works, manages the distribution of information regarding contracts in the following categories:

• Major construction projects including buildings, roads, bridges, and other projects that involve public health and safety.
• Engineering Services
• Architectural Services
• Land Surveying Services

A public notification of intent to receive bids for Public Works projects is published in The Orlando Sentinel at least five 30 days prior to bid opening. Specifications and contract documents are available for inspection and review at:

F. W. Dodge
320 E. South Street,, Suite 100
Orlando, Florida 32801

Central Florida Builders Exchange
340 N. Wymore Road
Winter Park, Florida 32789

Prospective bidders must purchase the documents directly in order to be eligible to bid.

Specifications and contract documents can be purchased from the Public Works Department Record Room, Orlando City Hall, 400 South Orange Avenue, 8th Floor, or by calling 
Public Works at (407) 246-3267.

The Public Works Department maintains a Consultants' Qualifications Committee to review individual and company qualifications for providing professional services to the City.

Onvia DemandStar Website:
New Look, Same Feel

You may have recently noticed a new look to www.Demandstar.com. The new look includes a transition 
to the Onvia Corporate brand colors of blue and orange and 
a change from the name DemandStar by Onvia to Onvia 
DemandStar.

Although Onvia DemandStar has a new and improved look, the functionality and site structure remain the same. Suppliers can 
log onto their account with their user name and password, and continue to use the site as they always have.

New Onvia Local Guide Subscription

As you may have heard, Onvia Demandstar is now making it possible for suppliers to increase their business through the new Onvia Local Guide subscription—a customized report sent via e-mail on a regular basis.

Onvia DemandStar single county subscriptions from $20-$50 
will no longer be supported and the Onvia Local Guide will take 
its place as a subscription option.

The new Onvia Guide subscription gives local suppliers access to opportunities through your agency and will include opportunities for all government and education agencies within your area, regardless of whether they are an Onvia DemandStar user. Not only will they receive timely Bids/RFP notifications, but also Notice of Awards and Advanced Notification of upcoming contracts. This new subscription option will also provide suppliers with more targeted leads with the customization of keywords as opposed to relying only on commodity codes.  If you have any questions about the Onvia Local Guide, please call (800) 711-1712.

How Can You Subscribe to Onvia Demandstar?

In order to provide the best service to our suppliers, you will no longer be able to complete the subscription process online at www.demandstar.com. Onvia subscriptions are customized for each subscriber and the information they receive is based on their business, industry and location. If you would like to 
subscribe online, you must submit a request to subscribe. A qualified account representative will follow-up to discuss the appropriate opportunities and subscription for your business 
and set you up properly.  You may also click here to register for your free notification service for the City of Orlando from Onvia Demandstar.  

Once you have submitted the information required, your account will be set-up within 24 hours.

If you have questions beforehand please call (800) 331-5537.

Methods of Purchase

The following purchasing methods are used by the City to acquire products, services, and equipment: 

Informal Quotes (less than $25,000)

The Purchasing Office solicits verbal quotes from selected vendors. Vendors should take particular care when quoting prices to assure accuracy. Quotes should be provided by the required date and time. The Purchasing Office selects the lowest quote meeting required specifications for award.

Written Quotes (Up to $50,000)

Written quotes for purchases from $25,000 to $50,000 are solicited by issuance of a Written "Request for Quote" to a minimum of three vendors. Usually these "Requests for Quotes" are sent via facsimile (fax). The "Request for Quote" details the quantity of items being purchased and the City's specifications. Vendors must return the completed "Request for Quote" within the designated time period. Buyers and Departments review quotes and make the award to the lowest and most responsive vendor.

On-Line Bidding  

Procurement Process in which the Office of Purchasing receives bids/proposals for goods, services, construction or information services electronically over the Internet in a real-time, open, interactive, competitive bidding event.

Formal Sealed Bid (Over $50,000)

All purchases exceeding $25,000, whether a ONE TIME PURCHASE or a CONTRACT PURCHASE, are acquired through this process.

Legal notices are published in the Orlando Sentinel or the Orlando Times informing the public of products or services being solicited.

Bid packages are prepared with the appropriate terms and conditions, and detailed specifications including items bid, units, and total (or estimated) quantity desired, instructions for bidding, delivery information, and any special requirements for bidding. Assigned dates for a Pre-Bid Conference (if any) and for the Public Bid Opening are also included.

Legal notice of the bid is automatically faxed to vendors who subscribe to the DemandStar by Onvia bid notification services for the specific commodities or services which are being solicited. Vendors can access the DemandStar by Onvia System, at (800) 711-1712 for commodities and services.  Vendors can access Public Works construction projects and Engineering services at (407) 246-2266.  Bid documents are also made available for pick up at the Purchasing Office.

Sealed bids or proposals are publicly opened and read at the time designated in the bid documents and legal notices. Public bid openings are held in the Purchasing Conference Room, 4th Floor of City Hall, 400 South Orange Avenue, Orlando, Florida.

Bid tabulations showing bid results are available in the Purchasing Office approximately one hour after the bid opens and is also available online.  You may also contact the Office of Purchasing at (407) 246-2291 and we would be happy to fax you a copy, or you may also include a stamped, self addressed envelope with your bid package and we will mail you a copy.

Bids are evaluated and recommendations are forwarded to the appropriate level of authority for review, approval, and award.

Purchase orders and/or contracts are awarded to the lowest responsive, responsible bidder(s) meeting City specifications.

Read all instructions carefully. Failure to properly complete all bid forms and comply with all instructions may result in disqualification of your bid. Unsigned bids will be automatically rejected.

Bid responses shall be made available for public inspection shortly after the bid opening and Request for Proposals responses ten (10) days after proposal opening. To arrange for inspection, you may contact Purchasing at (407) 246-2291.  

Common Problems That Result
In Bids Being Rejected:

The following is a listing of some of the more common mistakes or problems that result in bids being rejected. This is only a partial listing, therefore, the General Conditions and Special Terms & Conditions should be thoroughly reviewed before submitting a bid.

• Not properly signed by appropriate official.
• Failure to fill out the bid in ink.
• Failure to initial price changes.
• Taking exceptions to terms and conditions.
• Failure to meet the minimum requirements of the specifications.
• Failure to provide bid security, when required.
• Failure to provide all required information/documentation and complete all forms.
• Failure to deliver the bid on time to the proper location.
• Failure to sign and return all addenda which have been issued.
• Incorrect total bid price.

Sale of Surplus Materials & Equipment

There are occasions when the City becomes the seller and actively seeks buyers. This happens when equipment and materials have been declared surplus to City need.

The Purchasing Office in accordance with Florida State Statute 274.06, advertises in a local newspaper of general circulation in accordance with all requirements, stating time, place and a general description of equipment to be sold and whether the sale will be by public auction or sealed bid.

Helpful Hints

Selling to the City of Orlando is not as difficult as you may envision. Some helpful hints to a business interested in selling include:

• The Bidder's Certification Form in the Invitation for Bid must be signed by an authorized person with the authority to legally bind the bidding firm.
• Written Quotation Requests must be signed by an authorized member of the firm, when required.
• Bid Security must accompany your bid when required by 
  the Invitation to Bid.
• Group Awards - all items within the group must be bid to 
  be considered for award.
• Supporting literature (if required) must accompany bid documents.
• Addenda (when issued) must be signed and returned with your bid to acknowledge receipt.
• Items must be delivered exactly as bid by awarded bidder.
• Respond to every Invitation to Bid which you may receive-if the response has to be No Bid, that is acceptable, it tells 
  the Purchasing Office that you do not care to bid at this 
  time. State the reason for the No Bid and that you would 
  like to continue to receive Invitations to Bid.
• Immediately contact the Purchasing Office to clarify any questions you may have.
• Make sure you notify the DemandStar by Onvia System (800) 711-1712 of any change to your fax number, address 
  or other pertinent information.

How to Submit a Formal Sealed Bid

Contents of Solicitations

The Invitation to Bid contains the specifications for the commodity or service being purchased, and the terms and conditions governing the bid.  

Adherence to Specifications 

Manufacturer's names, trade names, brand information and/or catalog numbers listed in a specification are for information and establishment of the quality level desired and are not intended to limit competition unless the bid so stipulates. When the bid allows equal or equivalent products that conform to the required specifications; indicate on the bid form the manufacturer's name, model or catalog number as may be required. You should submit with your bid complete descriptive literature and/or specifications 
if requested. You should also explain in detail the reason(s) why and how the proposed items will meet the specifications and not be considered an exception and submit adequate information to document this claim. The City of Orlando reserves the right to be the sole judge of what is equal or equivalent. Bids which do not comply with these requirements are subject to rejection. If you fail to name another item(s), it will be assumed that you are bidding 
on, and will be required to furnish, goods identical to the bid standard. 

Bidding Prompt Payment Discounts

You may offer a cash discount for prompt payment; however, such discounts will not be considered in determining the lowest net cost for bid evaluation purposes. Your bid should reflect the lowest unit price on the Bid Response Form (without deductions for payment discounts).

Gifts & Gratuities

City policy prohibits acceptance of gifts at any time, other than advertising novelties by any employee. Employees must not become obligated to any supplier and shall not participate in any City transaction from which they will benefit directly or indirectly.

Bid Award Disputes

Sec. 7.14.  Appeal of Director of Purchasing and Materials 
                 Management Decision
                    
A.     Any actual or prospective bidder, proposer, offeror or contractor who is aggrieved in connection with a solicitation or award of a bid or contract may protest to the Director within seven (7) calendar days after such aggrieved person knows or should have known of facts giving rise thereto, provided the bid award or contract has not been approved by City Council, or the contract 
has not been fully executed if City Council approval is not necessary.

B.     At the filing of the written protest, the aggrieved bidder, proposer, offeror or contractor shall post with the Office of Purchasing and Materials Management, a security in the form of a bond (in a form, and with such terms, approved by the Director) payable to the City of Orlando in an amount equal to one percent (1%) of the estimated price quoted, bid or proposal amount, or five thousand and no/100 dollars ($5,000.00) whichever is less. In lieu of a bond, the City may accept an irrevocable letter of credit, cashier's or certified check, or money order in the above referenced amount (in a form, and with such terms, approved by the Director). 
If the protest is successful, the posted security will be refunded in full. If the protest is unsuccessful, the security shall be returned, less all fees, expenses, damages, costs and charges incurred by the City. Noncompliance with this requirement, in whole or in part, shall be deemed to be a waiver by the protestor of their rights under this ordinance.

C.     The Director shall attempt to settle or resolve protests, with or without a hearing at the option of the Director. The Director shall render a decision, in writing, within seven (7) calendar days following receipt of the protest.

D.     Any person aggrieved by the decision of the Director may appeal to the Chief Administrative Officer within seven (7) calendar days from the date of the Director's written decision. Said appeal shall be in writing and shall state with specificity the grounds therefor and also the action requested of the Chief Administrative Officer. The Chief Administrative Officer shall attempt to settle or resolve the matter, with or without a hearing at the option of the Chief Administrative Officer. The Chief Administrative Officer shall render a decision, in writing, within seven (7) calendar days 
following receipt of the appeal.

E.     Decisions of the Chief Administrative Officer may be appealed to City Council by submission to the City Clerk of a written request for hearing within seven (7) calendar days from the date of the Chief Administrative Officer's written decision. The written request shall state with specificity the grounds for the appeal and also the action requested of City Council.

F.     A final decision under this section shall be conclusive and shall represent the position of the City.

G.    Timely filing of the protest and/or appeals is jurisdictional.

H.     In the event of a timely protest and/or appeal, the City shall not proceed further with the solicitation or with the award of the bid/contract unless the Director, after consultation with the head of the using agency, forwards to the Chief Administrative Officer a written request to award the bid/contract without delay in order to protect the public health, welfare or safety.

(Ord. of 6-27-1983, Doc. #17874; Ord. of 7-18-1988, Doc. #22235; Ord. of 9-12-1988, Doc. #22393; Ord. of 7-8-1996, Doc. #29463; Ord. of 10-14-2002, § 1, Doc. #021014701)

In Conclusion

Doing business with a government can be complicated and even inconvenient if there is confusion regarding basic rules and procedures which are necessary to protect the taxpayer. 

This publication is an attempt to ensure that doing business with the City of Orlando is a positive experience. 

Proper communication between the buyer and seller will invariably engender the understanding necessary to avoid confusion and inconvenience. 

No single publication can answer all questions nor solve all problems occurring in even the most simple business transaction.  It is hoped, however, that this effort will provide all parties with sufficient information to avoid the more common pitfalls.

Download the City's
"How to do Business with the City of Orlando"
Informational Flyer Here