In an average fiscal year, the Purchasing Department issues about 7,000 purchase orders with a value of approximately 90 million dollars.

Due to the significant amount of public funds expended each year, the Purchasing Department is guided in its purchasing procedures by several established objectives. These objectives are:

1. To conduct all purchasing in accordance with the Florida Law, City Charter, City of Miami Code, and the Uniform Commercial Code as adopted by the State of Florida.

2. To comply with the City and National Institute of Governmental Purchasing Code of Ethics.

3. To timely acquire and deliver in the proper place the right quantity and quality of goods and services at the right prices consistent with the needs of the City and its Departments.

4. To stimulate competitive bidding in order to obtain from capable suppliers, goods and services at the lowest possible cost and to provide all interested vendors with equal opportunity to offer their products/services to the City.

5. To treat all vendors fairly.

6. To initiate and maintain effective and professional, public, vendor and agency relationships.

7. To avoid becoming obligated to any supplier or to engage in any City transaction from which personal benefit may be directly or indirectly derived.

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The City of Miami engages in a number of varied activities while providing municipal services for its residents and support services to the operation of City departments. These services include, but are not limited to: police and fire protection, public works improvements, garbage and trash collection and disposal, sewage disposal, parks and recreation facilities, planning and inspection services, fleet and property maintenance services, employment and community services, public facilities, data processing services, and development and housing. A great variety of goods, equipment, and services must be purchased for the departments and divisions performing these services. These purchases are processed through the Department of Purchasing.

While it is beyond the scope of this page to list all of the products and services which the City buys, the Purchasing Department is interested in your product/services if it is needed by the City.

The Purchasing Department maintains an "open door" policy to all companies and citizens in the purchasing of products and services. Therefore, it is important to both you and the City that your product or service be introduced in the most efficient and effective manner possible.

At various times, the Purchasing Department may request assistance from vendors in the determination of specifications and/or in product demonstrations. It is understood that this assistance in no way commits the City to purchase from a vendor serving in this capacity.

At all times, the Purchasing Department operates with integrity and fairness to its suppliers. Through this policy, we hope to maintain an atmosphere in which the City, vendors, and citizens can work together for the provision of the City's "Goods and Services" needs.

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1. Open Market Purchases: Purchases of a specific commodity, equipment, or service; at a firm price; for a fixed quantity; at a specified delivery time. Awards are made to the lowest responsible bidder who meets the specifications and conditions.

2. Contract, or Blanket Purchases: Purchases of estimated quantities of commodities, equipment, or services, at a firm price, for a specified period of time. Awards are made to qualified single or multiple vendors who meet the specifications and conditions.

Estimated quantities are established through prior usage by a City departments. Most contracts are awarded for one (1) year although they may be for a longer or shorter period and may be renewed for additional one (1) year periods at the prerogative of the City.

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The Purchasing Department maintains lists of qualified vendors on "Bidders Lists". A prospective vendor interested in doing business with the City may register on the internet at: http://egov.ci.miami.fl.us/bids/VendorDet.asp.

The completed application should be returned to the Purchasing Department together with your business cards and product brochures.

To assure that you are included under all of the appropriate categories, we ask that you be specific about the items or services that you provide.

The names and addresses of vendors who can furnish the required products or services and who have expressed an interest in being contacted when the City purchases such items, are maintained on a current basis. When those goods or services are scheduled for bid solicitation, vendors listed will receive an automatic notification of  the bid invitation.

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The City of Miami operates a centralized purchasing program. The Purchasing Department acts as the City's central purchasing authority and exercises control over the acquisition of equipment, materials, services, and supplies for all City departments; through the formulation of specifications; the selection of bidders/proposers and the awarding of purchase orders and contracts to vendors. The Purchasing Department assumes responsibility to:

1. See that all sales representatives receive a full, fair, and courteous hearing;

2. Maintain open and fair competition;

3. Decline to take advantage of vendor errors;

4. Maintain fair and clear purchase and bid specifications;

5. Adhere to ethical purchasing policies and principles and laws;

6. Observe and maintain honesty and candor in all transactions with suppliers;

7. Respect the confidence of suppliers in the handling of information;

8. Remain free from any obligation to suppliers;

9. Answer all inquiries promptly;

10. Furnish and complete accurate information;

11. Follow up on deliveries, and foster prompt payment of invoices;

12. Keep an open mind on new methods and procedures for procuring goods and services.

13. Encourage testing or demonstration of materials and products which may be of value to the City; and

14. Visit sources of supply and keep informed as to their methods and stability.

The Purchasing Department acts as liaison between vendors and the City. This department is located on the 6th floor of the Miami Riverside Center Building, 444 SW 2nd Avenue. The department is headed by the Director of Purchasing, Mr. Glenn Marcos, CPPB. The Department is open for business from 8:00 a.m. to 5:00 p.m., Monday through Friday. Office hours for salespersons are 1:00 to 4:00 p.m. Wednesdays, and by appointment only at all other times

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Purchases of $25,000 or less are made on the open market. Whenever possible, these purchases are based on informal quotations, as follows:

1. Purchases up to $1,000: A single "Best Quote" is obtained.

2. Purchases up to $2,500: Telephone quotes are obtained from at least three (3) suppliers.

2. Purchases for more than $2,500, up to and including $25,000: Written quote requests are solicited on Request for Quotation forms detailing the items to be purchased, delivery requirements and other pertinent information mailed or faxed to at least three (3) vendors on the bidder's list who can supply the particular product or service. Informal quotations may be solicited by mail, telephone, fax or personal visits by salespersons.

All purchases of supplies, goods, equipment and contractual services (except as otherwise provided in the City Code) where the cost exceeds $25,000, are purchased on the basis of formal, competitive, sealed bids which are issued in accordance with the terms of the Invitation for Bid and competitive sealed proposals which are issued in accordance with the terms of the Request for Proposal.

The City Manager or his designee may, in case of emergency, waive competitive bidding requirements and direct the Purchasing Director to purchase directly those goods or services whose immediate procurement is essential to the life, health, welfare, safety or convenience of the City.

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Specific bidding procedures have been established by the City to conform with the requirements established by law and to provide for uniform treatment of all vendors. 

1. Invitation for Bids (IFB) The process of purchasing by formal competitive sealed bids, is the preferred method of source selection for the City, and is used where it is both, practicable and advantageous for the City to acquire goods and/or services which exceed $25,000 and which are uniform in specifications and standards. The measurable criteria used for evaluation are objective in nature. The principal consideration given to bid evaluation is lowest price meeting specifications. Award is made to the lowest responsible and responsive bidder.

2. Request for Proposals (RFP) / Request for Qualifications (RFQ) / Request for Letters of Interest (RFLI) The process of purchasing by formal competitive sealed proposals may be used where it is both practicable and advantageous for the City to acquire personal and professional services which are of an unusual nature- when the services may vary depending on the provider; and when quality and other factors are paramount, not principally the price. Award is made to the responsible proposer whose proposal is determined to be the most advantageous to the City taking into consideration price and evaluation factors set forth in the solicitation.

Public Notices Legal notices are published in local newspaper(s) of general circulation, informing the public of commodities, equipment, or services that are being solicited. Notices of solicitations are also sent to community-based organizations. If the nature of the bid/proposal requires a pre-bid/proposal conference or site visit, the place, date and time is included on the front page of the solicitation and the legal advertisement.

Formal Solicitations issued by the City of Miami are subject to the “Cone of Silence” in accordance with the City of Miami Ordinance, Section 18-74, as amended.

Solicitations are also mailed to vendors whose names are maintained on the "Bidder's List" for the particular commodity/service. Generally, the solicitation package will include, but may not be limited to the following:

a. Introduction

b. General Terms and Conditions

c. Special Conditions

d. Specifications / Scope of Work

e. Instructions

f. Copies of City Ordinances

g. Bid/ Proposal Response and Checklist:

• Bid Certification Form
• statement of No-Bid (if applicable)
• insurance requirements
• Bid Bond (if applicable)
• Performance Bond Requirement (if applicable)
• price sheet
• Bidder Qualification Statement
• Affirmative Action Policy for Equal Opportunity
• Primary Office Location Affidavit
• Statement of Compliance with Ordinance No. 10032 (if applicable)
• Debarment and Suspension Certification

SPECIFICATIONS / SCOPE OF WORK  One of the most important factors in determining what the City buys is the quality requirement of the using department or division. This quality requirement is not necessarily the best nor the cheapest of a particular commodity. The City determines quality by need - that is, the items that are both economical and best suited for the particular use to which they will be put.

The quality required of a good or service is stipulated in a specification. Frequently, these specifications become quite technical; in other circumstances, a "brand name" may be used. In either case, the specification is a description of the quality and/or performance required and not a preference for a particular name brand item. Such references are not intended to be restrictive. Vendors with products meeting or exceeding the quality and performance requirements are invited to bid even though the brand name of their products may not be mentioned in the specifications. The City will be the sole judge in the determination of equals.

SUBMISSION OF RESPONSES Responses must be submitted on the solicitation forms furnished by the City. The complete set of Solicitation forms, and Suspension Certification must be filled out, signed and sealed in the Bid Reply envelope. Other forms or documents may be required and should be completed to the extent applicable and returned in the Reply envelope. Completion of these forms constitutes the most convenient and efficient method for both the vendor and the City. If a vendor cannot bid on all items, he/she should mark the Items on which he is not bidding with the words, "No Bid." Care should be taken that all required forms are completed and that all amounts on the bidder's offer are correct. Extensions should be double-checked to ensure their accuracy.

As it relates to the submission of bids, in the case of a difference between the unit prices, and extended totals in a bid, the unit price shall govern. The bid must be signed by an appropriate officer or individual or it may not be considered.

Unless otherwise specified in the solicitation, three (3) copies of these set of forms must be properly identified and returned in the Bid Reply envelope and mailed or delivered to the Office of City Clerk, City of Miami, City Hall, 3500 Pan American Drive, Miami, Florida 33133-0708. All sealed bids/proposals must be received prior to or by the indicated due date and time. Bids/proposals received after the designated time or at a different location will be returned to the bidder/proposer unopened and will not be accepted.

TAXES (Exemption No.23-08-330380-54C) The City of Miami is exempt from all Federal Excise and State sales taxes and are not to be included in the bid prices, unless otherwise required. Exemption certificates will be executed by the Director of Purchasing upon written request by the vendor. The City of Miami does not pay use tax to out-of-state vendors.

DELIVERY DATES Vendors should always state the number of days required before delivery of a product or service can be made, or they should indicate the specific date upon which delivery will be made. The time required for delivery may be one of the most important considerations in determining who shall be awarded the bid. In this regard, successful bidders will be expected to deliver the materials and/or services they are providing within the specified time.

SHIPPING/DELIVERY POINT All bids are to be quoted with delivery as specified in the Invitation for Bid, with the bid to include any shipping charges and delivery charges to the specified address. Any variations from this requirement must be clearly covered in the vendor's bid.

SAMPLES Samples may be requested by the City for the purpose of product evaluation. When samples are requested, they will be held until after the award is made unless otherwise specified. All samples should be submitted to Purchasing Department unless instructed otherwise, be clearly marked "Sample" and be clearly labeled with complete instructions for use. If a vendor wishes to submit a sample of his product for trial and use, the product must be presented at no cost or obligation to the City.

SECURITY/BONDING REQUIREMENTS Generally, no security is required on the majority of purchases made by the City. However, security may be required to be submitted with formal sealed bids or proposals in certain instances. If security is required, the specific conditions contained in the bid invitation or proposal will indicate the kind and amount of security. When a security is required, a bid will not be executed without it. The principal types of security are as follow:

1. Bid Deposit or Bid Bond: A cashier's or certified check, or a Bid Bond signed by a recognized surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is required from all bidders. This check or bond guarantees that a bidder will accept the order or contract, as bid, if it is awarded to bidder. Bidder shall forfeit bid deposit to the City should should City award contract to Bidder and Bidder fails to accept the award. City reserves the right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful bidders within ten (10) days after the award and successful bidder's acceptance of award. If sixty (60) days have passed after the date of the formal opening of the bids, and no contract has been awarded, all bid deposits will be returned on demand.

2. Performance Bond: A cashier's or certified check or Performance Bond from a recognized surety company, payable to City of Miami in the amount bid is required only from the successful bidder and is 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. 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.

3. 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 furnish a certificate evidencing insurance coverages as may be required and naming the City as an additional insured.

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All formal bids are opened and read publicly at the City Clerk's Office, located at City Hall, 3500 Pan American Drive, Miami, Florida, on the date and at the time shown in the IFB / RFP/ RFQ/ RFLI.

The City Clerk or his/her representative presides over the bid openings. All responses are read aloud. A cordial invitation is extended to bidders/ proposers, salespersons, the media, and the interested public to attend "bid openings".

TABULATIONS AND AWARDS  If applicable,  all formal bids are reviewed and tabulated by the Purchasing Department for evaluation approval by the requesting department. Copies of tabulations are available for review or copies may be made by the Purchasing Department for a nominal cost. Due to the large volume of formal bids, telephone requests cannot be accepted.

Anyone may inspect responses to the IFB/ RFP/ RFQ/ RFLI  ten (10) days after due date, by visiting the Purchasing Department. The proposals/ bids are evaluated by an evaluation committee or the requesting department and Purchasing Department, whichever is applicable. Upon submission of the evaluation and recommendation, the City Commission shall award to the lowest responsive and responsible bidder or to the proposal deemed most advantageous or refer for additional review of the bid tabulation/proposal summary and recommendation. The City reserves the right to award item by item or some or all items proposed, whichever is in the best interest of the City.

Any bidder who feels aggrieved in connection with a solicitation or award may file a written protest with the Director of Purchasing/Chief Procurement Officer in accordance with Sec. 18-104 of the City Code which is contained in all bid invitations and request for proposals. A protest is considered filed when received by the Director of Purchasing/Chief Procurement Officer, at his/her location, and when the time and bond requirements are met.

After the award has been made, the Director of Purchasing will issue a Purchase Order and/or contract to the successful bidder. The City's acceptance of the bidder's offer by the issuance of a Purchase Order or contract agreement creates a binding contract between the vendor and the City of Miami.

All successful bidders are required to perform in accordance with the contract, purchase order, specifications, terms and conditions, or be liable to the City for any damages caused by the bidder.

Once a Purchase Order has been issued and/or contract agreement has been signed, no changes may be made in the terms and conditions of the original bid submitted and accepted on goods and services UNDER NO CIRCUMSTANCES SHOULD A VENDOR FILL AN ORDER FOR ANY CITY DEPARTMENT WITHOUT A PURCHASE ORDER. The City is under no obligation to pay any vendor for delivery of goods or services without receipt of a purchase order.

The Purchasing Department has been authorized to accept bids awarded by the State of Florida, Metropolitan Dade County and any other government jurisdiction located within the State of Florida that utilizes a competitive bidding process similar to the City of Miami, without the requirement of local bidding.

LOCAL PREFERENCE In an effort to promote the participation of local vendors in the procurement process, the City of Miami Ordinance 11087 has been established to provide that if the amount of a bid or proposal submitted by a vendor whose primary office is located within the City of Miami is not more than 10% in excess of the lowest responsible bidder or proposer, such local vendor may be offered the opportunity of accepting the contract at the low bid amount.

RIGHT TO REJECT BIDS The City of Miami reserves the right to reject any or all bids or any part of any bid and to waive irregularities. Any provision which if changed or waived would materially change the bid cannot be waived.

The City reserves the right to accept or reject any specific item or group of items on a bid unless the vendor states that the entire bid, or any subgroup must be accepted in total. If a vendor finds that he has made a mistake in his bid, he may correct the error before the date and the set time for bid opening.

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After a purchase order has been awarded to a vendor, four (4) steps remain before the transaction is completed. These are: (1) delivery and acceptance of goods or services, (2) report of receipt of goods or services by using department, (3) billing by the vendor, and (4) payment by the City.

DELIVERIES An official City Purchase Order is your authorization to begin deliveries. All shipments to the City of Miami must be made to the location indicated on the purchase order. Deliveries may be required to be made to different departments and divisions located in various parts of the City. Acceptance of delivery is based upon inspection and approval by the receiving department. The purchase order number must appear on the shipping or delivery ticket. Failure to meet specified delivery schedules may result in cancellation of the order.

PARTIAL DELIVERIES A delivery normally must be made in the exact quantity called for on the Purchase Order. Partial deliveries, however, are required and accepted in some instances. The City will make payment on partial deliveries whenever authorized by the using department and will follow the same procedure as for full deliveries. In the case of any partial delivery, the shipping ticket and invoices must indicate the quantity being delivered and not the quantity ordered by the City.

VENDOR'S INVOICES All invoices must be addressed and mailed in duplicate (original and one copy) to:

Invoices should not be sent to the using department or to the Purchasing Department. To do so may delay payment. To ensure prompt payment, invoices must show: 1) Purchase Order Number; 2) complete descriptions of the goods or services furnished; 3) unit and total prices as stated on the Purchase Order and freight charges, if any; 4) Quantity; 5) remittance address; 6) Federal Employer I.D. Number or Social Security Number; and 7) name of department receiving the commodities. In addition, the invoice should include the vendor's invoice number. Invoices without the Purchase Order number will be returned to the vendor and will unnecessarily delay payment. Packing slips and/or delivery receipts must accompany delivery and will be used to verify invoices.

PAYMENT The vendor receives payment from the City after delivery and acceptance of the goods, or services and after he has submitted an original and one copy of an invoice for his goods or services. Authorized City personnel from the using department will furnish the Accounting Division with evidence that the commodities, or services have been received and accepted. The invoice with the Purchase Order Number is matched with the City's receiving report and a copy of the purchase order. A check is then issued for the amount due the vendor. The City makes every effort to make payments against properly documented invoices within thirty (30) days. In the event there is a delay in payment, vendors should contact the department ordering the goods or services.

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When seeking to do business with the City of Miami, the Purchasing Department should be your first point of contact. Unscheduled visits to individual departments are discouraged and may be counter-productive.

Though not required, appointments are the preferred method for acquainting the Purchasing staff with your business and will help you to complete your business with a minimum of lost opportunity. We suggest that initial visits be somewhat general, giving us an introduction to you and your product lines. Subsequent visits are ideal opportunities to explain in detail a single item or service that you provide. Line and business cards, catalogs, and price lists are always helpful.

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• Make sure a current and completed vendor application is on file with the Purchasing Department.
• Make sure your business name is placed on all desired bid lists.
• Notify the Purchasing Department of any name, telephone or address change or changes in product or services offered.
• Read all detailed specifications and bid documents, and 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 or supervisor of the item in question.
• 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.
• Submit bids/proposals or written quotes on forms supplied by Purchasing Department except as otherwise expressly authorized in writing.
• Make sure an original signature of an authorized representative of the firm is on the Request for Quotation (RFQ) or Bid/Proposal Sheet forms.
• Submit formal bids/proposals to the City Clerk's Office located in City Hall, 3500 Pan American Drive, before bid opening time - failure to do so will result in bid being returned unopened.
• Provide the proper quality of product. When submitting an alternate product, the bidder shall clearly identify the product 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, and further will include brochures describing the alternate. The City's Procurement Specialist will assume that the bid is on the specified product if this is not done. Bid only those alternates equal to the items specified.
• Provide a reasonable and competitive price.
• Provide, upon request, a schedule for delivery of items or services.
• Fill all orders promptly and accurately. If you are experiencing problems in filling orders/ contact and advise the appropriate buyer immediately of the problem so that mutually agreeable solution can be worked out.
• Provide information on new products, processes materials, and provide demonstrations or sample when requested.
• Review previous bid documents and letter quotes to determine requirements and prices.
• Respond to all bids, even if it is a no-bid. Failure to respond will eventually lead to removal from the bid list.
• Submit all necessary documents requested in the bid (catalogs, bid sheet forms, affidavits, licenses, etc).
• Submit samples as requested in the bid.
• Sign and carefully review all bid documents. If in doubt about what documents require a signature or are to be completed and returned to the City, contact the appropriate buyer. An unsigned or incomplete bid is considered a nonresponsive bid and will not be considered for award.
• Visit the Purchasing Department after the bids have been opened and review your competitor's bid.
• Timely submit invoices that contain all of the information necessary for Accounts Payable to expeditiously process payment.
• Don't bid on contracts that your company cannot complete or cannot obtain the necessary bond for.
• Don't qualify a bid in a manner contrary to the terms and conditions of the bid document. Example: If a bid specifies a one (1) year contract period, don't bid on a six month period.
• Don't supply misleading information.
• Don't ask to change your bid prices after a bid has been submitted.

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Pursuant to the "Standard of Conduct for Public Officers and Employees of Agencies" in Florida Statutes Chapter 112.313(2): "No public officer, employee of an agency, local government attorney, or candidate for nomination or election shall solicit or accept anything of value to the recipient, including a gift, loan, reward, promise of future employment, favor or service, based upon any understanding that the vote, official action, or judgment of the public officer, employee, local government attorney, or candidate would be influenced thereby"; and

Section 2-613 of the City of Miami Code: Every officer, official or employee of the City including every member of any board, commission or agency of the City, is expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is or might be awarded, any rebate, gift, money or anything of value whatsoever, except where given for the use and benefit of the City.

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A vendor may be temporarily or permanently removed from the vendor's list for:

1. Failure to reply to three (3) consecutive invitations on any one class of item or service. If you do not desire to bid, return the bid invitation indicating "No Bid." No action will be taken and you will remain on the active bid list.

2. Failure to make delivery as promised.

3. Substitution of other, inferior or subcontracted for merchandise.

4. Failure to make satisfactory adjustments.

5. Failure, without good cause, to satisfactorily perform in accordance with the terms and conditions of a previous City contract.

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The City has a 24 hour bid information line providing a recorded message of current bid and auction opportunities. This phone number is (305) 416-1960. This message is updated every Monday.

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While the Purchasing Department may issue bids for some construction-related projects, the majority are issued and managed by the Department of Public Works in the following categories:

• Major Construction Projects
• Engineering Services
• Architectural Services
• Land Surveying Services

A legal notice of intent to receive bids for Public Works projects exceeding $10,000 is published in local newspaper(s) of general circulation. Specifications and plans can be obtained from the Department of Public Works, Construction Division, 444 SW 2nd Avenue, 8th Floor, Miami, Florida 33130. Interested bidders may contact the department directly by calling (305) 416-2131.

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