City of Fort Lauderdale - Procurement and Materials - Vendor Application - General Information
City of Fort Lauderdale - Procurement and Materials Management
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General Information


General Information for Vendors

How to Sell to the City

The demand for goods and services within the City results in a continuous need for items of every nature and description, ranging from paper clips to heavy equipment. Chances are that the City is in the market for the items you sell. We hope this information will help you become familiar with our policies and procedures for procurement which in turn will aid you in selling your product to the City.

The City believes the relationship between the purchaser and the seller is one of mutuality. No contract that proves unsatisfactory to the vendor can be regarded as satisfactory to the buyer. Therefore, every effort is made to establish a relationship of mutual confidence between the City and its suppliers.

Our Policy Objectives Are:

  1. Purchase the requirements and operational needs of all using agencies of the City through a centralized purchasing division.

  2. Conduct all purchasing in accordance with applicable laws, statutes, and ordinances.

  3. Stimulate competitive bidding and provide interested vendors with an opportunity to offer their products to the City on a fair and equitable basis.

  4. Whenever possible, use life cycle costing techniques.

  5. Purchase energy efficient equipment for City use.

  6. Make all awards to the lowest responsive and responsible bidder.

  7. Treat our suppliers with respect and fairness.

Where the City Buys

Most purchasing is accomplished through the Office of the Procurement Services Director, Room 619, City Hall, 100 N. Andrews Avenue, Room 619, Fort Lauderdale, FL. The business hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday. You or your representative are always welcome to visit at our office. We want to know about your products and tell you what is required of you to do business with us.

Major Construction Contracts

While the Procurement Department does issue bids for some construction projects, the majority are issued through the Engineering Department, which maintains its bidders list. Interested bidders may contact Engineering by calling 954-828-5079. They are located on the 4th floor in the City Hall building.

Purchasing Policies and Procedures (Method of Procurement)

The City's basic purchasing philosophy is to constantly seek the best value for goods and services received. We strive for high quality, low cost, and superior service levels. We encourage vendor competition, and we comply will all applicable laws.

Bids are issued by the Procurement Department as follows:

Informal Quotations

Verbal or FAX bids are accepted provided we contact at least three vendors for price quotes.

Informal Written Bid

Mailed ro faxed by Procurement to all vendors on the active bidder's list for a particular category. There is also a bulletin board maintained on the 6th floor of City Hall with all active bids. Bidders must respond by the date indicated and the response must be signed and submitted in a sealed envelope. Or the informal bid can be submitted through RFP Depot, our new online vendor bid and registration protal. Fax bids are excepted for information written bids only.

Formal Invitation-to-Bid

The bids are posted on a bulletin board maintained on the 6th floor of City Hall and updated on the Procurement website (www.fortlauderdale.gov/purchasing) Like the informal written bid, proposals are sent to all active registered vendors. A copy may be picked up or emailed to you at any time during regular working hours. The main difference in formal and informal bids is a formal bid must be approved by the City Commission of the City of Fort Lauderdale. No FAX bids will be allowed at any time in response to a formal bid invitation.

The Bid Opening

  1. Bid openings are held in the Procurement Department and the public or other interested persons are welcome to attend.

  2. After tabulation of bids, you may obtain a copy. This will normally take 2 to 5 days.

  3. Complaints or disputes should be referred immediately to the Procurement Director.

What is Expected From the Supplier

  1. Deal with honesty and integrity with the City and its user departments.
  2. Deliver a quality product or service, on time, and as ordered.
  3. Have the necessary facilities, equipment, materials, and labor force to meet your obligations.

In Closing

The City of Fort Lauderdale is committed to increasing competition. Consistent with our obligation to provide quality service to the public, we will insure that qualified vendors are considered and utilized in the purchase of products and services required by the City.