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To our Valued Current and Potential Suppliers:

Welcome!

This information is designed to help you become acquainted with the City’s methods of procurement, with the intent to assist you in presenting your products and services to the City.

The demand for goods and services generated by the City of Titusville results in a continual need for a wide variety of items. Chances are the City will be in the market for the item you sell.

The information provided is intended to serve as a general guide. However, if your question is not covered here, do not hesitate to call the Purchasing and Contracting Administration office to receive an answer.

We look forward to establishing a business relationship with you soon!

Purchasing and Contracting Administration has full authority to question the quality, quantity, and kind of materials requisitioned in order that the best interest of the City may be served.

No member of the staff of the City of Titusville shall receive any benefit or profit from any contract or purchase made by the City of Titusville.

Acceptance of gifts at any time is prohibited. Employees must not become obligated to a vendor and shall not conclude any City transaction from which they may personally benefit directly or indirectly.

We strive to maintain strong and enduring relationships with vendors of proven ability who desire to meet our needs. To accomplish this, our purchasing activities will be conducted so that vendors will value our business and make every effort to furnish our requirements on the basis of quality, service, and price.

Award is governed in part by Part II, Chapter 2, Section 2-180 of the City Code of Ordinances. In summary, it states that the City will buy only from suppliers who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping promises, and giving a full measure of service. New sources of supply will be given due consideration as multiple sources of supply are necessary to ensure availability of materials.

All vendors will be afforded equal opportunities to quote/bid and will compete on equal terms.

The Purchasing and Contracting Administrator shall not knowingly issue a purchase order when there is evidence of a conflict of interest. In instances when a conflict may exist, but its existence is not clearly established, the Purchasing and Contracting Administrator shall refer the matter to the City Manager whose opinion shall be final in the absence of any specific instructions from the City Council.

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Purchasing and Contracting Administration processes all purchasing exceeding $2500. Each City department solicits informal quotations for purchases over $500 up to $2500.

Specifications for formal sealed bids, formal sealed proposals and formal sealed quotations may be picked up in the Purchasing Office. The business hours of the Purchasing Office are 8:00 A.M. to 5:00 P.M., Monday through Friday. We welcome your visit to our office since we need to know about your line of products, and also to direct you to the proper department who may be interested in your products.

Our address is:
Purchasing & Contracting Administration
555 S. Washington Avenue
Titusville, FL 32796

Our phone number is: (321) 383-5767

You may fax to our attention at the following numbers:
(321) 383-5628
(321) 383-5704
(321) 383-5768

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All competitive purchases exceeding $2500 are normally purchased on the basis of written detailed specifications. Formal Quotations are solicited for all purchases over $2500 but under $10,000. Formal sealed bids are solicited for all purchases over $10,000 and will be advertised in a local newspaper. Formal sealed proposals normally exceed $10,000.

All formal solicitations are opened publicly by the Purchasing Agent at a specified time and place and read aloud. The Purchasing Agent, in conjunction with the selection committee, makes recommendations to the Titusville City Council as provided for by City policy. Purchases over $500 but under $2500 are obtained by Informal Quotations and can be solicited by each City department. These are solicited by either telephone or fax, using the City vendor list.

Emergency purchases are sometimes necessary due to breakdown of equipment or other unforeseen events that may affect the operation of the City. As a vendor, and for your protection, you should always make certain a written purchase order or a purchase order number has been issued to your firm before delivery of materials or services. A purchase order number is not necessary if payment is being made in cash or by the City’s VISA Purchasing Card as issued by Bank of America.

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The City contracts with Demandstar by Onvia to maintain the City’s vendor list and to provide interested businesses with solicitations issued by the City. The vendor list is maintained by specific category of commodity or service. Business firms on the vendor list will be notified by e-mail of solicitations for commodities or services for which they have registered.

To register, please contact Demandstar online at http://www.demandstar.com or at (800) 711-1712.

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Information on solicitations is available online from our bid solicitation provider, DemandStar by Onvia. A synopsis of the solicitation is available and gives a brief description of the work or commodity to be supplied; the bid, quote or proposal number, title and opening date and time; and where to obtain specifications.

Link to DemandStar for Bid Opportunities

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Specifications are available in the Purchasing and Contracting Administration office or other designated locations, such as those prepared by an engineering firm under contract with the City. Specifications describe the quality of goods required by the City. Quality is determined by need. The purpose is to produce those items that suit the intended use at the lowest and best cost.

Specifications may become quite technical. In some cases a brand name may be used with the term "or equal". This is to allow for adequate competition. When a brand name is used, it is for the purpose only of establishing a grade or quality of material. It is the vendor’s responsibility when bidding or quoting an "or equal" to prove that the product is equal to that specified. When you receive the detailed specifications, read them carefully. Any alteration or deviation from them may disqualify your bid.

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When specifications have a price sheet, the bidder shall use this page to submit the price. Care should be taken that all amounts in your proposal are correct. Extensions should be checked to ensure their accuracy. In the case of an extension error, the unit price will prevail.

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Pre-bid conferences are held on most solicitations to familiarize the vendor with the requirements presented by the City’s specifications. Addenda may be issued to the bid based on the discussions that take place during these meetings. Attendance at some pre-bid meetings may be mandatory and will preclude your firm from bidding if not attended. PAY ATTENTION TO THE SPECIFICATION! It is advisable for vendors to attend the pre-bid meetings whether mandated or not, as this allows you the opportunity to question the requirements and hear, firsthand, other vendors’ questions and the answers to those questions.

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It may be necessary to issue an addendum against a specification. Addenda are provided to every firm who originally received the specifications and who have not asked to be removed from the solicitation list. They may be provided by e-mail notification, mailed, hand delivered, or made orally, if time dictates.

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Provision of services usually requires the vendor to submit proof of general and automobile liability insurance coverage. Each solicitation will detail the required coverage. Proof of insurance is normally required after award is made.

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All formal bids or proposals must be submitted in a sealed envelope and identified as indicated in the specifications. Bids or proposals (referred to as "bids" throughout) may be delivered personally or by mail. Formal Quotations may be faxed or delivered by the other methods listed. Offers by telegram or telephone are not acceptable. It is the responsibility of the offeror to have their bid to the designated place as indicated in the specifications, by the date and time shown in the specifications. Late bids shall be returned to the bidder unopened. All solicitation openings are public.

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All bidders should examine the specifications closely to see if they are required to submit samples with the bid. Samples are required only when requested by the City. When samples are required, they must be presented to the City by the vendor without cost obligation. The City will hold all samples until the solicitation is awarded. Samples may be picked up after issuance of a purchase order or contract.

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The City reserves the right to accept or reject any or all bids, to waive irregularities and to request re-bid. Rejected bidders will be informed by telephone, fax or mail.

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Bid bonds and performance bonds are routinely requested on most bids exceeding $10,000 in value. The specifications will detail the requirements. A cash deposit, certified check, cashier’s check, Certificate of Deposit, or money order made payable to the City of Titusville and referencing the solicitation number, OR a satisfactory bid bond executed by the bidder and surety company acceptable to the City, must be submitted with the bid and in an amount equal to 5% of the bid or an amount as detailed in the specification. Company or personal checks are not acceptable. In the event a bidder is awarded all or any portion of the bid, the 5% bid bond will be returned after the bidder satisfactorily submits a 100% labor material, performance bond (LMP bond) or other bond, in other amount, as required by the specification. Should the bidder fail or refuse to enter into a contract with the City in the event any portion of the proposal of the bidder is accepted, or should the bidder fail to make deliveries as specified, their bid bond or performance bond may be forfeited. If the bidder is not awarded any item, the bid bond or check furnished with the bid will be returned immediately upon award of the bid or as detailed in the specifications. The contractor will be responsible for attorney fees in the event the contractor defaults and court action is required.

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Unless already defined in the specifications, the bidder should always state a definite number of days for delivery after receipt of order. The time required for delivery is of the essence and may be an important factor in determining who shall be awarded the bid.

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All City purchases are to be F.O.B. Destination at a designated delivery point assigned on the purchase order. Exceptions will be prearranged and noted on the purchase order. The purchase order number should appear on the shipping or delivery ticket and on packages or containers delivered. Failure to meet the specified delivery schedule may result in the cancellation of the order.

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THE CITY OF TITUSVILLE is exempt from the payment of all federal excise taxes and sales taxes of the State of Florida. All first time vendors must submit a W-9 form to the Finance Department prior to release of their check. Their address and telephone number are as follows:

City of Titusville, Finance Department
P.O. Box 1496
Titusville, FL 32781-1496
Phone: (321) 383-5776

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To expedite payment for goods or services rendered, the vendor must submit the original of the invoice showing the purchase order number to the "Remit to:" address listed on the purchase order.

A hard copy of the purchase order will be sent to the vendor, if required. The purchase order establishes a relationship of full agreement between seller and buyer.

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The City of Titusville has contracted with Bank of America to provide a City VISA Purchasing Card for items that are mostly under $1000 in value. Cards have been issued and may be used to pay for services or goods you provide. If you are not currently VISA capable and would like more information, please contact Bank of America at (800) 228-5882.

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Goods are received, inspected for conformity to specifications and certified for payment.

Vendor’s original invoice is received by the Finance Department, with the department’s acceptance report.

Payment will be per Florida Statutes, Chapter 218.

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Call the Purchasing and Contracting Administration office anytime between 8:00 A.M. and 5:00 P.M., Monday through Friday for further information. Our telephone number is (321) 383-5767; fax number is at either: (321) 383-5767, (321) 383-5704 or (321) 383-5768.

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