Formal Purchasing Procedures
Formal purchases are those more than $50,000. Procurement Officers use Invitations for Bid (IFB), Requests for Proposal (RFP) or Request for Qualifications & Experience (RFQE) to make these purchases. Major general construction projects are processed through Purchasing and the Public Works Engineering Division.
Solicitations are usually advertised in a local newspaper, the Internet, local Cable TV (Ch. 11) and Plan Rooms. The advertisement will state the date the offers are due, the general nature of the goods and/or services to be purchased, where the solicitation package may be obtained, and the time and place solicitations will be opened. In addition, a notification of the availability of the solicitation will be sent to vendors on the bidder list for the goods or services sought.
In some solicitations, pre-bid/proposal conferences are held where bidders/offerors may attend to ask questions, get clarification or receive additional information. Most pre-bid/proposal conferences are not mandatory.
The formal competitive process from the issuance to opening generally takes approximately four (4) weeks. After solicitations are opened, the evaluation and approval process generally takes an additional three (3) weeks before an award recommendation is made. Some complex solicitations may take longer.
All solicitations are publicly opened and read aloud at the opening. Offerors are welcomed to attend the opening at the date and time listed in the documents. In bids, certain dollar amounts are read aloud. For proposals and RFQE's only the names of the firms are read aloud.
Invitation to Bids are awarded to the bidder submitting the lowest priced, responsive, responsible offer meeting specifications. Request for Proposals are awarded to the proposer determined to have submitted the most advantageous offer to the City. With proposals, an evaluation committee evaluates and scores proposals based on factors such as cost, compliance to specifications, references, experience of staff and capabilities of the firm.
175 S. Arizona Ave, 3rd Floor
(1 block south of Boston Street on Arizona Ave)