Purchasing - Doing Business

DOING BUSINESS WITH THE CITY OF SANFORD – Purchasing and Contracts Division The Purchasing and Contracts Division is part of the Finance and Administrative Services Department and is responsible for the acquisition of goods, capital equipment, contracting for services including construction, capital improvements, professional and non professional services. We are located at City Hall in Historic Downtown Sanford at: 300 N. Park Avenue, Room 36, Sanford, Florida 32771. Office Hours: 8:00 a.m. – 5:00 p.m. Monday through Friday. The Competitive Process: It is the goal Purchasing and Contracts Division to obtain the “Best Value” for the City and its Citizens in accordance with a defined competitive process. The following is a brief overview of that process: Purchases - General information: The transactions of the Purchasing Division are very diverse as related to dollars and subject matter. The greater the amount of the purchase, the more comprehensive and stringent are the specifications and requirements for competition as well as the formalization of the process. Normally, informal quotations are obtained for goods or services up to $25,000. Procurements at the $25,000-$50,000 level are evaluated to determine whether formal or informal processing is appropriate. Procurements over $50,000 are made using a formal process. The City makes every effort to increase business opportunities to enable all qualified firms to participate in its procurements through full and open competition. Interested vendors and service providers are encouraged to make an appointment with the Purchasing Division to explore how they may become a source for services and supplies purchased by the City and compete for the City’s business. Purchases are accomplished by use of “p-cards” which use a Visa platform or by the use of a purchase order and/or a contract. Vendors are cautioned to not deliver merchandise or provide services to City personnel without the documentation of a purchase order, contract or the presentation of a p-card. Purchases under $2,500 are referred to as “field purchases or restricted purchases.” The majority of field purchases occur to fulfill an immediate need and do not require multiple quotations. They are reviewed by both the using Department and by the Purchasing and Contracts Division to prevent a practice of splitting larger purchases to avoid requirements for competition or other improprieties. Purchases in the range of $2,500 - $10,000 require a minimum of three quotations from valid sources by telephone, email, fax or letter. Purchases in the range of $10,000 to $25,000 require a minimum of three written quotations from valid sources which may be submitted via fax, email, US Mail, or “hand delivered.” Purchases in the range of $25,000 to $50,000 (except for construction) require a minimum of three quotations from valid sources solicited and responses via City of Sanford forms from valid sources which may be returned via fax, email, US Mail, or “hand delivered.” Purchases of construction over $25,000 and all other purchases over $50,000 require formally advertised, sealed bids or RFP’s with formal public openings. The requirements for responses are defined by the solicitation. Information for all solicitations at this level is posted on DemandStar. Solicitation packages are downloadable from DemandStar or from a third party when so indicated by the specific solicitation. Information posted on this site in addition to solicitations includes tabulations, plan holders list, award(s), and addenda. Professional Services CCNA are retained by the City of Sanford as provided by Florida Statutes (287.055), known as the Consultants’ Competitive Negotiation Act (CCNA). Both, project specific contracts and continuing or master contracts are used by the City to acquire consultant services of engineers, architects, landscape architects, and providers of surveying and mapping services. Notes: Purchases up to $50,000 and $25,000 for construction, which are based on a minimum of three quotations, are not advertised other than by the direct contacts made by the individual soliciting the quotations. Therefore, as indicated above, individuals and companies who desire to do business with the City are strongly encouraged to contact the Purchasing Division in order to make yourself known to City personnel who are responsible for obtaining quotations and submitting requisitions for the wide range of materials and services purchased by the City. In very simple terms, “if we do not know about you, we will be unable to contact you for a quotation.” Pre-Bid and Pre-Proposal Conferences: The City conducts pre-bid or pre-proposal conferences on many construction projects and specialized services. It is to be noted that some of these meetings are designated as Mandatory by the Invitation or advertisement. When the meeting is designated as Mandatory, only those who attended the Mandatory pre-bid or Mandatory pre-proposal meeting will be allowed to submit a response. These meetings offer contractors and vendors the opportunity to meet City personnel for a firsthand presentation of the project, to visit the actual site, and to ask any questions or clarify any concerns on the bid conditions, specifications and project schedule. Sole Source and Emergency Processing: Purchases in which the competition is waived due to being sole source or an emergency are documented as such and must be justified. In the case of sole source processing the justification must be approved prior to the purchase. Emergency purchases may of necessity be made prior to completion of the process. However, it is documented as much a practical prior to the purchase with the process and justification being completed after the fact. Cone of Silence: Generally speaking, at the time a solicitation is advertised until an award is announced, companies or individuals are to observe a cone of silence around the solicitation. All questions, comments, etc. other than in the context of a prebid, pre-proposal, pre-submission conference shall be submitted to the Purchasing Division, in writing, to enable the posting of a response which provides the same information to all parties having interest in the solicitation. Failure to observe this requirement may invalidate the submission of an offending individual or company. Vendor Payment: The City processes payments in accordance with the Prompt Payment Act. To ensure prompt payments, invoices containing the proper information must be submitted to the Accounts Payable Office as indicated by the Purchase Order. Vendors and Contractors must contact the City Finance Department at 407.688.7681 regarding finances and payment questions. Invoices must contain accurate quantities, units, and total prices as stated in the contract or Purchase Order. No payments will be issued prior to receipt and acceptance of commodities and services by authorized City representatives. Tax Exempt Status: The City is exempt from Florida Sales Tax. Any such taxes included on an invoice to the County will be deducted and the remaining amount will be paid. Gifts and Gratuities: City policy prohibits the offering of gifts and gratuities to City employees by a vendor, contractor, and/or consultant. Also, City employees are prohibited from acceptance of gifts from either potential or actual contractors, consultants or vendors. Employees must not become obligated to any supplier and shall not participate in any City transaction from which they will benefit directly or indirectly. ADDITIONAL INFORMATION Additional information concerning procurement regulation and procedures may be obtained through the City of Sanford Purchasing Policy posted on this site. For further assistance or to make an appointment, please contact the Purchasing Division at 407.688.5030