City of North Miami Purchasing Division.ppt


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City of North Miami Purchasing Division.ppt

  1. 1. City of North Miami Purchasing Division <ul><li>Created by: </li></ul><ul><li>Debbie Falestra, CPPO, CPPB </li></ul><ul><li>Purchasing Agent </li></ul>
  2. 2. City of North Miami Purchasing Division 776 NE 125 th Street 3 rd Floor North Miami, FL 33161 305-895-9886 305-891-1015 (fax)
  3. 3. Divisional Mission Statement For “Purchasing”   <ul><li>The purchasing division is dedicated to the goals of competition and fairness. The division’s goal is to ensure that the citizens of North Miami receive the most advantageous value for all expenditures. We work as a team to ensure the procurement of materials and services is in accordance with city code, Florida state statutes and federal law. Our goal is to provide an uninterrupted flow of materials and services for the city of north Miami to operate with optimum efficiency. We are here to technically and logistically support the city departments by executing efficient, effective, and expedient procurement of goods and services. The City of North Miami welcomes new sources of supply and encourages vendors to submit vendor applications and participate in doing business with the City of North Miami. We aim to continually foster cooperation with departments, promote fair and equal opportunities for all individuals and businesses interested in doing business with us! Every effort is made to enhance the city’s reputation of fairness and equity to all vendors. </li></ul>
  4. 4. Meet the Staff……. A team that works for YOU… Always here to help you…
  5. 5. How Can Your Firm Be Placed on the City’s Vendor List? <ul><li>Complete an application (supplied to you by the purchasing staff) </li></ul><ul><li>Submit the application back to purchasing via mail, drop-off or facsimile (305) 891-1015 </li></ul>
  6. 6. How to Complete the Vendor Application <ul><li>Complete all Company Information including Contact Information </li></ul><ul><li>Select from the attached Commodity Code List, the applicable categories that your Company would like to be notified for solicitations </li></ul>
  7. 7. How to Complete the Vendor Application (cont’d) (FYI) Ordinance #1061 (Sec 7-165) Procedure to provide Local preference to local business in City contracts for goods and services. Local business (=) vendor has a business located in the City of North Miami and has a current City of North Miami occupational license prior to the issuance of notification of solicitation for goods and services. (3) Return application to the Purchasing Division via fax (305) 891-1015, drop-off or mail (2) Select the applicable category of services or commodities you would like to be notified for… * highlight, circle or list them on the front page * (1) Complete all company information on 1 st page. Company name, contact name, address, phone, fax, e-mail, etc….
  8. 8. Typical Services we secure… IT Services Construction Services Auditing Services Plumbing Services Janitorial Services Mowing Services
  9. 9. Typical commodities purchased… <ul><li>Copiers / fax machines / printers </li></ul><ul><li>Chemicals for Water Plant / Pools </li></ul><ul><li>Telecommunications equipment </li></ul><ul><li>Fleet Equipment </li></ul><ul><li>Pipe for Water & Sewer divisions </li></ul><ul><li>Parks & Recreation supplies (recreational games/equip/uniforms/etc.) </li></ul>Computers Police Vehicles Office Supplies
  10. 10. Informal Quotes, ITB’s, RFP’s & RFQ’s <ul><li>Quotations: $1,000-$2,500 (verbal) </li></ul><ul><li>Quotations: $2,500-$25,000 (written) </li></ul><ul><li>Quotations: over $25,000 ITB, RFP, RFQ </li></ul><ul><li>ITB – Invitation to Bid (award based on lowest bid who is responsible and responsive to the bid package </li></ul><ul><li>RFP – Request for Proposal (award based on scoring and price combined) </li></ul><ul><li>RFQ – Request for Qualifications (award based on best score for qualifications submitted) </li></ul>
  11. 11. Formal Solicitation Process <ul><li>Over $25,000 – City of North Miami uses the formal bid process to meet the legal requirements imposed by State and Federal Governments </li></ul><ul><ul><li>Purchasing works with using department requesting Solicitation to develop proper specifications to meet the City’s needs </li></ul></ul><ul><ul><li>Specifications are prepared. </li></ul></ul><ul><ul><li>Purchasing assigns a ITB #, RFP # or RFQ # </li></ul></ul><ul><ul><li>Official advertising in the Daily Business Review </li></ul></ul><ul><ul><li>Select and notify vendors of solicitation (always query City Clerk’s office for “Local Vendors” of particular commodity or service we are contracting for)… </li></ul></ul><ul><ul><li>Mail out and/or post bid to </li></ul></ul><ul><ul><li>Have Bid Opening on designated date </li></ul></ul><ul><ul><li>Review bids for compliance and award (Council approval required if over $50,000) </li></ul></ul><ul><li>The length and complexity of bid(s) vary with the procurement need . * ITB’s generally 45 days (if Council approval is required), RFP’s RFQ’s can take approximately 60 days minimum… </li></ul>
  12. 12. City of North Miami Purchasing Vision <ul><li>Foster competition </li></ul><ul><li>Handle all customers fairly & equitably </li></ul><ul><li>Maximize the purchasing value of City of North Miami funds (tax payers $$) </li></ul><ul><li>Educate staff to increase professionalism </li></ul><ul><li>Minimize purchasing processing costs </li></ul><ul><li>Minimize transaction “time” </li></ul><ul><li>Safeguard the transparency, quality and integrity of the Purchasing process. </li></ul>
  13. 13. City of North Miami Purchasing Values <ul><li>Accountability </li></ul><ul><li>Customer Service </li></ul><ul><li>Honesty & Integrity </li></ul><ul><li>Open communication with customers </li></ul><ul><li>Responsibility </li></ul><ul><li>Transparency of purchasing process </li></ul><ul><li>Trust & Respect </li></ul>
  14. 14. Compete in the Procurement Process…. <ul><li>We want you to compete in the procurement process… we love competition! </li></ul><ul><li>As a courtesy, City of North Miami will forward bids to prospective bidders’ “upon request”. </li></ul><ul><li>Check the bid opportunities @ website </li></ul>