Orlando, FL 32802-4990
P.O. Box 4990
400 South Orange Avenue
City of Orlando Office of Purchasing
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Welcome to the City of Orlando!
THE CITY OF ORLANDO
The City of Orlando’s Office of Purchasing and Materials Management is
responsible for the procurement of materials, supplies, equipment and
“The City Beautiful”
“ services at the lowest possible cost consistent with the quality needed to
provide the very best service to the public. The primary objectives of the
Office are to obtain maximum quality, value, and service; and our goal is
the promotion of fair dealings which will result in obtaining the best value
for each dollar of expenditure.
We recognize the important service rendered by our suppliers in helping
to provide economical, quality supplies, equipment, and service.
Procedures for the procurement of the City's needs do change from time to
time; however, fundamentals do not. In order to assist our suppliers in
serving the City of Orlando, this brochure has been prepared and
A Complete Vendors Guide distributed to you so you may know your part in the purchasing process.
Office of Purchasing
and Materials Management Information concerning major construction and engineering projects
City Hall which are handled by the Public Works Department, may be obtained
One City Commons from the Engineering Bureau at (407) 246-2261.
400 South Orange Avenue, 4th Floor
P.O. Box 4990 Please become familiar with the contents of this flyer and, if you have any
Orlando, Florida 32802-4990 questions, please call the Director of Purchasing at (407) 246-2291.
Telephone (407) 246-2291
Fax (407) 246-2869
Website: http://www CityofOrlando.net
Revised: April 3, 2005
Jon Mead, C.P.M.
Director of Purchasing
vendor registration materials. Our office is located at: receive the award. You may call the buyer the next process. In order to expedite payments to our
Steps for Doing Business working day to find out who has been awarded the suppliers, we are using the Bank One Mastercard
City Hall bid. Purchasing Card rather than the traditional field
with the City of Orlando One City Commons purchase order.
Fourth Floor STEP 3 - OBTAINING BID AWARD
400 South Orange Avenue RESULTS By making purchases with the procurement card,
STEP 1 - GETTING ON THE BID LIST Orlando, Florida 32801 we will be able to more effectively control our
Bids are awarded to the lowest responsive and purchasing activities and achieve a significant cost
The Office of Purchasing has contracted with Or, you may call us at (407) 246-2291 and we can always responsible bidder. Bids must be read and tabu- savings. Payments made to successful bidders or
DemandStar by Onvia for the maintenance of an e-mail you bid documents/addendums, or the DemandStar lated; then analyzed by the buyer and requesting proposers will quite possibly be by use of a
automated bid notification system. This system is by Onvia registration form. department to determine the lowest responsive and procurement card. Therefore, it is imperative that
categorized by specific commodities and services. responsible bid. A Bid Tabulation can be received vendors doing business with the City accept
Businesses who have subscribed to the service are Participation in the DemandStar by Onvia system is at the bid opening and will also be posted on-line procurement cards.
notified by fax or e-mail when an Invitation to Bid, not a necessary requirement for doing business with after the bid opens. You may also call the Office of
Request for Proposal or Request for Quote has been the City of Orlando. However, if you choose not to Purchasing and we would be happy to fax you a STEP 6 - RECEIVING PAYMENT
issued for the commodity or service offered by the register with DemandStar by Onvia, you will not receive copy. The City reserves the right to waive any
business. You will receive by fax or e-mail, de- automatic notification of bid opportunities. If you are not informalities, or to reject any and all bids or any In order to obtain payment for goods/services
pending on your particular Demand Star by Onvia a subscriber, you must periodically review the City of part thereof, or to readvertise for all or any part of provided (excluding items purchased by use of a
subscription, information regarding availability of Orlando’s web site at www.CityofOrlando.net for bid bids as it deems necessary in the best interest of the procurement card), submit an original and copy of
the bid package. opportunities. You may also check the Orlando Sentinel City. You may attend the bid opening to hear the each invoice to the City of Orlando, Accounts
and the Orlando Times Legal Ad Sections, or visit the bid quotations. Analysis and award are generally Payable Section, 400 South Orange Avenue,
The bid package will consist of bid forms and Office of Purchasing and review the Bulletin Board. completed within 10 days. Orlando, Florida 32801-3302
specifications of the items or services to be pur- After you determine that you are interested in responding
chased, and the terms and conditions governing the to a bid solicitation, you must request the bid package by STEP 4 - RESPONSIBILITIES WHEN Reference Purchase Order or Contract Number on
bid. number by either 1) faxing or calling the Office of AWARDED BID/CONTRACT invoice. No payment will be sent without the pur-
Purchasing, or 2) downloading the bid package from the chase order or contract number.
Read all instructions carefully. Failure to properly Internet, which is the easiest and fastest method. A purchase order issued by the City to your
complete bid forms and comply with all instruc- company will be the contract or a written contract You may expect to receive payment within 30 days
tions may result in disqualification of your bid. STEP 2 - RESPONDING TO BID SOLICITATIONS will be entered into with your company. In the of receipt of invoice depending upon terms of your
event of a written contract, it is the responsibility of agreement with the City. Please note: The City is
If you have any questions or need assistance, call Written Quotations the successful bidder to promptly sign and return tax exempt and does not pay sales tax. The City's
the purchasing agent identified on the form. all contract documents including any required tax exempt number is 58-12-094438-54C.
Hand delivered written quotations must have a date and insurance certificates and performance bonds.
To have your firm placed on the automated vendor time stamped on them by a Purchasing Office Questions regarding payment should be directed to
list, contact DemandStar by Onvia at 1-800-711- representative located on the 4th floor of the City Hall Construction contracts will specifically state the the Accounts Payable Section at (407) 246-2345.
1712 for details on the subscription services and Building. Only written quotations properly received and conditions under which change orders will be
fees, or you may register by any one of these two date stamped, by scheduled time of opening, will be allowed. Women and Minority Business Enterprise
ways: accepted. All others will be retained in the "Bid File"
unopened, and not considered in the award. Delivery of Goods/Services The City of Orlando is committed to helping quali-
ON-LINE fied Minority Business Enterprises (MBE) and
No bid may be withdrawn or modified after the bid An official City purchase order is your Women-Owned Business Enterprises (WBE) gain
Access to DemandStar’s user friendly web site at opening. authorization to begin deliveries. a fair position in the City's economic mainstream
www.demandstar.com will take you directly to
through our purchasing programs. To learn more
DemandStar by Onvia’s vendor registration site. Telephone Quotations Deliveries of goods/services must be in accordance
You can register your company, select commodity with the City's written and/or verbal instructions. about this program and whether your company
codes that represent your firm's goods or services You may receive a call from the buyer who will provide qualifies for certification as a Minority Business
and select participating agencies from which you you with all the information needed to bid. You have the Acceptance of delivery is based upon inspection Enterprise or Women-Owned Business Enterprise,
wish to automatically receive Invitations to Bid and option to state your quote during the conversation or to and approval by the receiving department. please contact the City's Minority Business Office
Request for Proposal notifications. call back by the deadline; otherwise, your opportunity to
at (407) 246-2623 or visit them on the web at:
bid is forfeited. STEP 5 - PROCUREMENT CARDS
Office Visit http://www.cityoforlando.net/admin/mbe/
Telephone quotations have the same integrity as written The City of Orlando has implemented a procure- index.html.
Visit the Office of Purchasing and obtain the bids, and the most responsive and responsible bidder will ment card program to streamline our procurement