There are two types of bids which the city departments, schools or the procurement office may use to secure goods and/or services:
Formal
These are transactions $10,000 and over; solicited by Invitations to Bid (ITB) and Request for Proposals (RFP). These types of bids are only processed through the Procurement Office.
Informal
These are transactions from $1,500 to $9,999.99, requiring competitive solicitations. For this type of bid, the city, schools or procurement office sends a solicitation to at least three potential suppliers. Solicitations may be made by telephone, facsimile or by written request.
Invitations to Bid
These describe the service or goods desired in detail, such as construction projects or repairs. They are opened publicly by the soliciting agency at the time and date specified in the ITB. Any participating vendor may request the prices and view the documents of the other vendors responding to the ITB. Bid results are then tabulated and made available for public review after an award is made. Invitations to bid are evaluated and awarded to the lowest responsive, responsible bidder.
Request for Proposals
These describe the service or goods desired in general terms. Input is sought by interested vendors, as part of their response, on how to meet needs or solve stated problems. Request for proposals have a formal deadline but are not opened publicly. Public information about submittals is not available until all evaluations, negotiations and announcement of intent to award are made. Participants may then review responses to the proposals. Request for proposals are awarded based on the criteria listed and upon successful negotiation of the contract. Public access to RFP documents is allowed after award of purchase order and contract.
Additional Information
An attempt is made to contact a minority or female owned company on every informal and formal solicitation. Vendors are encouraged to review competitors' quotes for general information and as a tool for participation in future bids. Bids are not required for transactions under $1,500. However, competitive principles are encouraged.
For More Information
For additional information, please call (757) 727-2200.