How to do Business with the City of Titusville - ADA Accessible

How To Do Business with the City of Titusville, Florida

City of Titusville Purchasing & Contracting Division

555 South Washington Avenue

Titusville, FL 32796

FOREWORD

To our Valued Current and Potential Suppliers:

Welcome!

This handbook is designed to help you become acquainted with the City’s methods of procurement, with the intent to assist you in presenting your products and services to the City. The content of this handbook is intended to serve as a general guide.

However, if your question is not covered in this book, do not hesitate to call the Purchasing and Contracting Administration office to receive an answer.

POLICIES

The Purchasing and Contracting Administration has full authority to question the quality, quantity, and kind of materials requisitioned in order that the best interest of the City may be served.

The award is governed in part by Part II, Chapter 2, Section 2-180 of the City Code of Ordinances. In summary, it states that the City will buy only from suppliers who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping promises, and giving a full measure of service. New sources of supply will be given due consideration as multiple sources of supply are necessary to ensure availability of materials.

WHERE TO CALL

Specifications for formal sealed bids, formal sealed proposals and formal sealed quotations are available on DemandStar.com or may be picked up in the Purchasing Office. The business hours of the Purchasing Office are 8:00 A.M. to 5:00 P.M., Monday through Friday. We welcome your visit to our office since we need to know about your line of products, and also to direct you to the proper department who may be interested in your products.

HOW THE CITY OF TITUSVILLE BUYS

Thresholds:

• Purchases under $5000 do not require quotes.

• Purchases of all items between $5,000 and $25,000 require a minimum of three quotes, normally obtained by the using departments and/or Purchasing and Contracting.

• Written quotes are required for all purchases.

• The City’s formal solicitation threshold is $25,000, and all Bids and

Proposals over this threshold are awarded by the City Council. All formal solicitations are opened publicly by the Purchasing Agent at a specified time and place and read aloud. The Purchasing Agent, in conjunction with the selection committee, makes recommendations to the Titusville City Council as provided for by City policy.

Emergency purchases are sometimes necessary due to breakdown of equipment or other unforeseen events that may affect the operation of the City. As a vendor, and for your protection, you should always make certain a written purchase order, or a purchase order number has been issued to your firm before delivery of materials or services.

VENDOR REGISTRATION

Vendors may register with the City by going to the Purchasing Contracting main page. In addition, the City of Titusville has with DemandStar for the maintenance of an automated Vendors interested in doing business with the City of Titusville encouraged to register with DemandStar. The City of Titusville all formal solicitations on DemandStar for vendors to access. list is maintained by specific category of commodity or service. firms on the vendor list will be notified by e-mail of solicitations commodities or services for which they have registered. please contact DemandStar on-line at http://www.DemandStar.INTERNET SOLICITATION INFORMATION

Information on solicitations is available on-line from our bid provider, DemandStar. A synopsis of the solicitation is available a brief description of the work or commodity to be supplied; the or proposal number, title and opening date and time; and where specifications. The City also maintains a web page with a information.

THE SPECIFICATIONS

Specifications are available on DemandStar or in the Purchasing Contracting Administration office. Specifications describe the goods required by the City. Quality is determined by need. The to produce those items that suit the intended use at the lowest cost.

Specifications may become quite technical. In some cases, a may be used with the term "or equal". This is to allow for competition. When a brand name is used, it is for the purpose establishing a grade or quality of material. It is the vendor’s responsibility

when bidding or quoting an "or equal" to prove that the product that specified. When you receive the detailed specifications, carefully. Any alteration or deviation from them may disqualify THE PRICE SHEET

When specifications have a price sheet, the bidder shall use submit the price. Care should be taken that all amounts in your are correct. Extensions should be checked to ensure their the case of an extension error, the unit price will prevail.

PRE-BID CONFERENCE

Pre-bid conferences are held on most solicitations to familiarize vendor with the requirements presented by the City’s specifications.

Addenda may be issued to the bid based on the discussions place during these meetings. Attendance at some pre-bid meetings be mandatory and will preclude your firm from bidding if not PAY ATTENTION TO SPECIFICATION! It is advisable for attend the pre-bid meetings whether mandated or not, as this the opportunity to question the requirements and hear, firsthand, vendors’ questions and the answers to those questions.

ADDENDA TO SPECIFICATIONS

It may be necessary to issue an addendum against a specification. Addenda is provided to every firm who originally received specifications and who have not asked to be removed from the list. They may be provided by e-mail notification, mailed, hand or made orally, if time dictates.

VENDOR REGISTRATION

Vendors may register with the City by going to the Purchasing and Contracting main page. In addition, the City of Titusville has contracted with DemandStar for the maintenance of an automated vendor list. Vendors interested in doing business with the City of Titusville are encouraged to register with DemandStar. The City of Titusville publishes all formal solicitations on DemandStar for vendors to access. The vendor list is maintained by specific category of commodity or service. Business firms on the vendor list will be notified by e-mail of solicitations for commodities or services for which they have registered. To register, please contact DemandStar on-line at http://www.DemandStar.com..

INTERNET SOLICITATION INFORMATION

Information on solicitations is available on-line from our bid solicitation provider, DemandStar. A synopsis of the solicitation is available and gives a brief description of the work or commodity to be supplied; the bid, quote or proposal number, title and opening date and time; and where to obtain specifications. The City also maintains a web page with a link to this information.

THE SPECIFICATIONS

Specifications are available on DemandStar or in the Purchasing and Contracting Administration office. Specifications describe the quality of goods required by the City. Quality is determined by need. The purpose is to produce those items that suit the intended use at the lowest and best cost.

Specifications may become quite technical. In some cases, a brand name may be used with the term "or equal". This is to allow for adequate competition. When a brand name is used, it is for the purpose only of establishing a grade or quality of material. It is the vendor’s responsibility when bidding or quoting an "or equal" to prove that the product is equal to that specified. When you receive the detailed specifications, read them carefully. Any alteration or deviation from them may disqualify your bid.

THE PRICE SHEET

When specifications have a price sheet, the bidder shall use this page to submit the price. Care should be taken that all amounts in your proposal are correct. Extensions should be checked to ensure their accuracy. In the case of an extension error, the unit price will prevail.

PRE-BID CONFERENCE

Pre-bid conferences are held on most solicitations to familiarize the vendor with the requirements presented by the City’s specifications. Addenda may be issued to the bid based on the discussions that take place during these meetings. Attendance at some pre-bid meetings may be mandatory and will preclude your firm from bidding if not attended. PAY ATTENTION TO SPECIFICATION! It is advisable for vendors to attend the pre-bid meetings whether mandated or not, as this allows you the opportunity to question the requirements and hear, firsthand, other vendors’ questions and the answers to those questions.

ADDENDA TO SPECIFICATIONS

It may be necessary to issue an addendum against a specification. An Addenda is provided to every firm who originally received the specifications and who have not asked to be removed from the solicitation list. They may be provided by e-mail notification, mailed, hand delivered, or made orally, if time dictates.

CONE OF SILENCE (aka Contact Prohibition)

Vendors or persons acting on their behalf shall not contact any member of the City Council, City Manager, or any other non-authorized City personnel. The ONLY contact shall be the Authorized City Contact Person identified in the solicitation package. The cone of silence expires when the solicitation is formally awarded. The only exemption is during a publicly held pre-solicitation meeting. Any unauthorized contact shall be cause for rejection of the Vendor’s submittal package.

SUBMITTING A BID

All formal bids or proposals must be submitted in a sealed envelope and identified as indicated in the specifications. Bids or proposals (referred to as "bids" throughout) may be delivered personally or by mail. Formal Quotations may be faxed or delivered by the other methods listed. Offers by telegram or telephone are not acceptable. It is the responsibility of the offeror to have their bid to the designated place as indicated in the specifications, by the date and time shown in the specifications. Late bids shall be returned to the bidder unopened. All solicitation openings are public.

ACCEPTABLE BIDS

After bids are received and tabulated, they are analyzed by the Purchasing and Contracting Department staff and the using Department to determine the lowest responsive and responsible solicitation that meets the specifications. In determining responsibility, the following criteria in addition to price, will be considered by the City:

  • Ability, capacity, and skill of Bidder to perform the services required.
  • Ability of Bidder to perform or provide the requirements, or services promptly, or in time specified, without delay or interference.
  • The character, integrity, reputation, judgment, experience, and efficiency of the Bidder.
  • The quality of performance of previous contracts.
  • Previous and existing compliance with laws and ordinances.
  • Sufficiency of the financial resources to fulfil the contract.
  • The quality, availability, and adaptability of the supplies or services to the particular use required.
  • Ability to provide future maintenance and service for the use of the subject matter if required by the Bid specifications.
  • Whether the Bidder is in arrears to the City on a debt or is a defaulter on surety to the City or, whether the Bidders' taxes or assessments are delinquent.
  • Whether the Bidder is in litigation or has caused the City to litigate against it or any of its associates, subsidiaries, etc. at any prior time.

DISQUALIFICATION OF BIDDERS

Any one of the following causes may be considered as sufficient for the disqualification of a Bidder and the rejection of his Bid:

  • Submission of more than one (1) Bid for the same work by an individual, firm, partnership, or corporation under the same or different names.
  • Evidence of collusion among Bidders.
  • Previous participation in collusive bidding
  • Submission of an unbalanced Bid in which the prices Bid for some items are out of proportion to the prices Bid for other items.
  • Lack of competency of Bidder.
  • Lack of responsibility as shown by past work
  • Uncompleted work for which the Bidder is committed by Contract which might hinder or prevent the prompt completion of Work under this contract if awarded to Bidder.
  • Being in arrears on any existing Contracts with the City, or in litigation with the City, or having defaulted on a previous Contract

REJECTION OF BIDS

The City reserves the right to accept or reject any or all bids, to waive irregularities and to request re-bid. Rejected bidders will be informed by telephone, fax or mail.

DELIVERY DATES

Unless already defined in the specifications, the bidder should always state a definite number of days for delivery after receipt of order. The time required for delivery is of the essence and may be an important factor in determining who shall be awarded the bid.

SHIPPING POINT AND DELIVERIES

All City purchases are to be F.O.B. Destination at a designated delivery point assigned on the purchase order. Exceptions will be prearranged and noted on the purchase order. The purchase order number should appear on the shipping or delivery ticket and on packages or containers delivered. Failure to meet the specified delivery schedule may result in the cancellation of the order.

INSURANCE

Contracts for all services, inclusive of construction services, performed on City property shall contain requirements for the protection of the City through sufficient insurance as specified by the City’s Risk Manager. Provision of services usually requires the vendor to submit proof of general and automobile liability insurance coverage. Each solicitation will detail the required coverage. Proof of insurance is normally required after award is made.

PAYMENT

To expedite payment for goods or services rendered, the vendor must submit the original of the invoice showing the purchase order number to the "Bill to:" address listed on the purchase order. Full payment is initiated after receipt of goods/services, which have been inspected and accepted by the City as meeting the correct quantity, size, or other itemized specifications in accordance with prices, terms and conditions, as agreed upon by both parties. Payment shall be made based on the State of Florida Prompt Payment Statute. The City of Titusville utilizes a Purchasing Card Program to streamline our procurement process for small dollar purchases. Vendors that accept credit cards may expect expedited payments by the City.

TAXES

By statute, the City of Titusville is exempt from the payment of all federal excise taxes and sales taxes of the State of Florida. 

HELPFUL TIPS ON DOING BUSINESS WITH THE CITY OF TITUSVILLE

1. Once registered on DemandStar, ensure your email address, contact information, and phone numbers are kept up to date. Please have an accurate email address to ensure your firm receives notice of bids.

2. Be sure that an authorized member of the firm submits the solicitation documents and responses to City's solicitation opportunities.

3. Read all solicitation documents thoroughly and follow all instructions and submittal requirements. Please do so to avoid the rejection of your bid.

4. Submit the solicitation response before the specified closing date and time.

5. When submitting a hardcopy bid, initial in ink all erasures and corrections in solicitation document prior to solicitation opening. If the intent or legibility of the correction is not clear, the solicitation may be rejected.

6. If applicable include Solicitation Deposit with your solicitation response.

7. If applicable, Include supporting literature, samples and any other required information with the solicitation response or quote.

8. Monitor the website regularly to see if there have been any addendums issued for the solicitation you are responding to and download, as needed.

9. Deliver items as specified in the solicitation opportunity. No substitutions will be accepted without prior approval unless stated otherwise in the solicitation document.

10. Ask questions prior to bidding to clear up any ambiguity.

11. Submit invoice with reference to the correct City Purchase Order number.