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Yes, bid openings are open to the public. The location, date and time can be found in the bid documents. Purchasing presides over the bid openings. Other representatives of the City may be in attendance. Purchasing shall read total bid price, as well as any other information deemed pertinent. Formal proposals are publicly opened. No decisions of award or rejections are made during the bid opening. No discussions relating to the bids are entered into during the opening.
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Before a contract can be renewed, two things must occur. First, the contract must have a renewal option. Second, both parties must agree to the renewal. Proposed changes to the contract may result in the City's refusal to renew.
Yes. The City of Deltona does not pay sales tax. Our Tax Exemption number is: 85-8012678483C-0.
Purchasing is prohibited from accepting gifts, trips, or any other valuable items or services from a supplier. A simple "thank you" or a short letter is acceptable.
After a purchase order has been awarded to a vendor, four steps remain before a transaction is completed.
The vendor receives payment from the City after delivery and acceptance of the goods, commodities, or services. After the vendor has submitted an original and one copy of an invoice for goods or services, the invoice is matched with the City's receiving report and a copy of the purchase order. The City Finance Department then issues a check for the amount due to the vendor. Correct invoices are usually paid within 14 days of receipt.
In order to receive payment for goods or services furnished to the City of Deltona, the vendor is required to submit an invoice to the City of Deltona Finance Department, at 2345 Providence Boulevard, Deltona, FL 32725. Submitting the invoice anywhere other than to the Finance Division may delay payment. Invoices must show:
Questions regarding payment of invoices should be directed to Accounts Payable at 386-561-2100.
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 when:
Vendors should always state, on the bid form, the number of days required before delivery of a product 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. Successful bidders will be expected to deliver the materials and/or services they are providing within the specified time. If delivery dates cannot be met, Purchasing must be notified immediately. Purchasing will decide, after notification of late delivery, what action should be taken.
All purchases are made F.O.B. destination unless otherwise specified. The City's title to goods occurs upon satisfactory delivery and acceptance at the delivery point shown on the purchase order.
ll shipments to the City of Deltona must be made to the locations designated on the purchase order. Deliveries may be required to be made to different departments and divisions located in various parts of the City. The purchase order number must appear on the shipping or delivery ticket, as well as on the invoice. Failure to meet specified delivery schedules may result in cancellation of the order. At a minimum, such delinquency will be noted in the vendor's business file.
All formal bids are tabulated by Purchasing. Copies of the tabulations will be sent upon request to any vendor after the award. Copies are also available in the City Hall reception area. Bid results are not given out over the telephone. Tabulations are not available for proposals. After the award has been made, Purchasing will issue a purchase order to the successful bidder/offeror.
Bids for goods and non-professional services are awarded to the lowest responsive and responsible bidder(s). RFP award recommendations are based on other criteria in addition to price. The solicitation will specify the method of award.
The City of Deltona will allow for the correction or withdrawal of inadvertently erroneous bids before bid opening. After bid opening, corrections or withdrawals shall only be permitted to the extent that the bidder can show, by clear and convincing evidence that a mistake of a non-judgmental character was made.
The City of Deltona reserves the right to reject any or all bids or proposals and to waive any informality in any bid/proposal. Any provision, which if changed or waived would materially change the bid/proposal, cannot be waived.
Bonds and insurance may be required for various procurements. The City attempts to only require bonds and insurance in order to meet statutory mandates or when complex purchases warrant them to protect the City's interests. Bond and insurance requirements are specified in the solicitation.
The pre-bid/pre-proposal conference is a meeting held to discuss the specific Invitation for Bid (IFB) or Request for Proposal (RFP) document. This meeting gives you the opportunity to ask questions and to request clarifications in the documents. Pre-bid/pre-proposal conferences are held for most formal RFP's solicited by the City. The pre-bid/pre-proposal conference is usually not mandatory, but suppliers are strongly urged to attend.
No. The City is tax exempt.
No. The City will only accept sealed bids/proposals to maintain confidentiality until they are publicly recorded during bid opening.
All bids and proposals shall be submitted as specified in the "Invitation for Bids" or "Request for Proposals" and delivered to the location stated in the bid documents. They must be received and stamped in the Purchasing Office on or before the due date and time stated. Bids and proposals received after the designated time will be returned unopened and will not be considered. Sealed envelopes containing bids or proposals must state clearly on the outside the vendor's name and address, the bid/proposal number, name of the bid/proposal and the date and time the bid/proposal will open.
The City of Deltona normally contracts for two types of purchases, either a one-time contract or a term contract:
Preference points are not given to minority or women-owned businesses.
Contact for solicitation of products/services should be directed to the Office of Purchasing.
Sales representatives are a valuable source of information in obtaining bids, specifications, state of the art advancements or product improvements. They also assist in resolving problems in delivery, billing and payment difficulties, etc. We value your visits. However, we recommend you call for appointments in order to productively utilize our time and yours.
For purchases under $1,000, the City of Deltona uses the Bank of America Visa Purchasing Card. By accepting Purchasing Cards for purchases that are traditionally invoiced, you will realize improved cash flow while reducing paperwork and delays.
By accepting the Visa purchasing Card your company can realize the following benefits:
If you do not accept credit cards yet, call the Purchasing Card Supplier Hot Line at 800-228-5882 to find out how. For purchases $1,000.01 and above, a City of Deltona purchase order will be issued.
In the event that a good or service is requested by a City representative without an approved purchase order, please contact the Office of the Purchasing Agent immediately.
Except where otherwise provided by federal or state law or other funding source restrictions, purchases of goods, general services, or construction services by the City of Deltona shall give preference to local businesses in the following manner:
Under a competitive bid solicitation, the following shall apply:
The City of Deltona utilizes the following methods of purchasing: formal Request for Proposals (RFP), formal Invitation to Bids (ITB) and informal Request for Quotations (RFQ –written or phone). Formal solicitations, RFPs and IFBs, require the posting of a public notice, submission of a sealed bid or proposal, public bid opening and an award by the proper authority. Formal IFBs and RFPs are for purchases in excess of $25,000.
The City of Deltona also utilizes DemandStar for obtaining quotes through its QuoteWire. Informal requests for quotations may be either written or oral or obtained through Quotewire. Although a sealed bid technique is not used, all informal quotations are made on a competitive basis securing quotes from at least three vendors whenever possible.
This information can be obtained by visiting DemandStar. To receive automatic notification of bids/proposals from the City of Deltona, you must register with DemandStar.
The City of Deltona has contracted with DemandStar for the maintenance of an automated vendor list categorized by specific commodities or services offered. Businesses who subscribe to the vendor list are notified by fax or email whenever a formal sealed bid has been issued for the commodity or service offered by the business. To have your firm placed on the automated vendor list, contact DemandStar for details and subscription fees. The application asks for general information about your firm and lists the commodities and services the firm wishes to sell.