Vendor Guide to Doing Business
with
Miami Dade County
Prepared By
2
Table of Contents
1. Introduction………………………………………. Page 3
2. Getting Started……………………………………. Page 4
3. Vendor Enrollment……...
3
1. Introduction
State and local governments in the United States spent close to $3 trillion on goods and
services last y...
4
2. Getting Started
Understanding how to successfully become a supplier/vendor for local governments in
the United States...
5
3. Vendor Enrollment
www.miamidade.gov/dpmww/enroll.aspx
In order for Miami Dade County to know that your company is int...
6
Are any of the owners or principals in the firm, or their immediate family members, a Miami-Dade County Employee?**
Clic...
7
20037 Protective Clothing for Firefighters
20037 Hazardous Environment Clothing
20043 Inmate/Prisoner Uniforms/Clothing
...
8
If you do not receive an email with your system generated Enrollment Number and
Password please contact the Vendor Infor...
9
4. Vendor Registration
http://www.miamidade.gov/procurement/vendor-
registration.asp
What is Vendor Registration?
Vendor...
10
Department for help in determining, obtaining and completing the appropriate form for
your company. Call the Finance of...
11
Page 4.
This page asks you to affirm that the information in pages 1-3 are true and correct. Make
sure that someone who...
12
5. BidSync
www.miamidade.gov/procurement/electronic-bidding-
solution.asp (Select “Please register with BidSync”)
Now t...
13
can then click “next step” to move on or “previous step” if you want to go back and make
any changes.
The next page wil...
14
6. Procurement Processes
The Procurement Management Services Division uses a variety of competitive methods
to acquire ...
15
exceed the specifications or scope of work in the bid document, shall be given equal
consideration during the evaluatio...
16
It’s also very important to keep track of your proposal after you submit it. Once all
submittals have been received the...
17
7. Getting Paid
www.miamidade.gov/finance/vendor-payment.asp
Vendor Payments
Miami-Dade County now offers a payment opt...
18
8. Marketing Your Contract
Marketing any product or service requires an understanding of who the buyers are; why
they n...
19
WHEN
When goods and/or services need to be delivered can be the most important factor in
deciding which vendor is award...
20
9. Frequently Asked Questions
Q - Who can sell goods or services to Miami Dade County?
A - Any vendor who sells goods a...
21
• Has the capacity and is qualified to perform the contract
• Agrees to comply with the terms and conditions of the ITB...
22
County may conduct negotiations or allow proposal modifications to
obtain the best value. Generally speaking, this mean...
23
required for delivery may be one of the most important considerations in
determining who shall be awarded the bid.
Succ...
24
perform an on-site review and inspection. Most pre-bids and pre-proposals
are voluntary.
Any changes to the original bi...
25
Myths
Myth - that the company has to be located in the U.S
Miami Dade County is always looking for qualified new vendor...
26
10. Getting More Help
Vendor Enrollment Help
If You Need Assistance Please Contact The Vendor Assistance Unit at (305) ...
27
11. Appendix
UAP Member List
Vendor Registration Form
1 of 3 user-access-members
1
MIAMI-DADE COUNTY
Department of Procurement Management
Joint Purchase & Entity Revenue Sharin...
2 of 3 user-access-members
2
Member # Municipalities/Agencies
09 33143 040 Family Counseling Services of Greater Miami; Mi...
3 of 3 user-access-members
3
11 33401 082 City of West Palm Beach - Florida
11 71040 083 Claiborne Parish Sheriff's Office...
03/20/2014 Page 1
Miami-Dade County
VENDOR REGISTRATION PACKAGE
(Business Entity Registration Application)
Internal Servic...
03/20/2014 Page 2
City State (U.S.A.) Country Zip Code
03/20/2014 Page 3
3. OTHER AFFILIATE:
Enter name and address of Business Affiliate, i.e. parent company or subsidiary with...
03/20/2014 Page 4
8. TYPE OF BUSINESS: (Indicate by checkmark and identify type of commodity and/or service)
Commodities/ ...
03/20/2014 Page 5
AFFIRMATIONS AND SIGNATURES
The undersigned hereby certifies that the foregoing statements are true and ...
03/20/2014 Page 6
de Miami-Dade County
VENDOR AFFIDAVITS FORM
(Uniform County Affidavits)
Internal Services Department (IS...
03/20/2014 Page 7
OTHER CORPORATIONS %OF
OWNERSHIP
2. MIAMI-DADE COUNTY EMPLOYMENT DISCLOSURE AFFIDAVIT
(County Ordinance ...
03/20/2014 Page 8
4. MIAMI-DADE COUNTY DISABILITY AND NONDISCRIMINATION AFFIDAVIT
(Article 1, Section 2-8.1.5 Resolution R...
03/20/2014 Page 9
9.
10. 8. MIAMI-DADE COUNTY FAMILY LEAVE AFFIDAVIT
(Article V of Chapter 11, of the Miami-Dade County Co...
03/20/2014 Page 10
Printed Name of Affiant and Title
NOTARY PUBLIC INFORMATION
Notary Public –
State of:
State County of
S...
03/20/2014 Page 9
03/20/2014 Page 10
1. ADVERTISING SPECIALTIES/PROMOTIONAL ITEMS
080-10 Badges, Emblems, Nametags, Plates, etc.
350-35 Flag...
03/20/2014 Page 11
080-75 Pet Identification Tags
080-80 Wildlife Bands, Labels and Tags
962-06 Animal Care, Animal Shelte...
03/20/2014 Page 12
Accessories and Supplies
330-13 Fence Materials and Supplies
360-19 Floor Covering, Installation and Re...
03/20/2014 Page 13
906-38 General Construction & Maintenance (Airport, Roadways,
Utilities, Antenna Tower, Dredging Bridge...
03/20/2014 Page 14
918-58 Governmental Consulting Services
918-62 Horticultural Consulting Services
918-65 Human Relations...
03/20/2014 Page 15
365-56 Floor Maintenance Machines, Parts and Accessories
485-76 Janitorial Supplies, General Line
910-5...
03/20/2014 Page 16
165-07 Cafeteria and Kitchen Equipment: Commercial
240-28 Cutlery, Dishes, Flatware, Glassware, Trays, ...
03/20/2014 Page 17
Therapeutic use)
271-78 Drugs, Pharmaceuticals and Sets (For high Volume
Administration, Infusion, Irri...
03/20/2014 Page 18
958-25 Conservation and Resource Management Services
961-21 Cost Estimating Services
961-24 Court Repor...
03/20/2014 Page 19
962-24 Courier/Delivery Service
962-25 Removal and Disposal of Dead Animals
962-56 Moving Services
962-...
03/20/2014 Page 20
665-30 Engraving
310-06 Envelopes
395-50 Continuous Forms: Snap-outs, Computer Forms
860-95 Tickets, co...
Master revised vendor guide to doing business   mast word
Master revised vendor guide to doing business   mast word
Master revised vendor guide to doing business   mast word
Master revised vendor guide to doing business   mast word
Master revised vendor guide to doing business   mast word
Master revised vendor guide to doing business   mast word
Master revised vendor guide to doing business   mast word
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Master revised vendor guide to doing business mast word

  1. 1. Vendor Guide to Doing Business with Miami Dade County Prepared By
  2. 2. 2 Table of Contents 1. Introduction………………………………………. Page 3 2. Getting Started……………………………………. Page 4 3. Vendor Enrollment……………………………….. Page 5 4. Vendor Registration………………………………. Page 9 5. BidSync…………………………………………… Page 12 6. Procurement Processes……………………………. Page14 7. Getting Paid……………………………………….. Page 17 8. Marketing Your Contract…………………………. Page 18 9. Frequently Asked Questions and Myths………….. Page 20 10. Getting More Help………………………………. Page 26 11. Appendix………………………………………… Page 27 User Access Members Vendor Application Package
  3. 3. 3 1. Introduction State and local governments in the United States spent close to $3 trillion on goods and services last year, the U.S. Federal government spent about $250 billion. Miami Dade County manages in excess of 1,300 active contracts valued at approximately $4.9 billion. Each year they negotiate and award new contracts that exceed $900 million. Miami Dade County currently has approximately 70 annual contracts in place for uniforms, apparel and textiles, such as sheets, blankets, towels and other related items. These have an estimated value of $45,000,000. The largest contract value is $12,900,000 and the smallest is valued at $7,600. With such wide ranges in mind, there is a large opportunity for bidders of all sizes to meet the financial, technical, and production capabilities necessary to perform these contracts, on a case by case basis. Miami Dade County is always looking for qualified new vendors to compete for County business This guide will take you through the steps of how to do business, assist you with finding bid opportunities and get you on the way to becoming a successful vendor with Miami Dade County. The Procurement Management Services Division is a Division of the Internal Services Department of Miami Dade County. They are located at 111 NW 1st Street, 13th Floor, Miami, Florida, 33128. Their main phone number is # 305-375-5289. DPMdept@miamidade.gov. Miriam Singer, Director. The information contained in this manual is provided for general informational purposes only. Nothing contained herein shall be construed to modify, amend, override, or nullify any statute, policy, or procedure of Miami Dade County or the State of Florida, or any specific provision of any given solicitation used in any competitive procurement.
  4. 4. 4 2. Getting Started Understanding how to successfully become a supplier/vendor for local governments in the United States can be quite confusing. There are a lot of rules and regulations, and understanding why and how decisions are made is important to your success. This guide is designed to encourage potential supplier/vendors to form profitable partnerships with Miami Dade County. What is Procurement? Procurement is simply government’s word for purchasing or buying goods and services. While textbooks have been written on the subject, the bottom line is, governments have been charged with the responsibility to get the best value, when spending public money, in a way that is fair and transparent for everybody. There are state, federal and local rules, laws and standards of practice that all need to apply to each purchase. Higher dollar values create more complex processes in order to purchase. Lower dollar values can sometimes be purchased by getting three quotes from vendors.
  5. 5. 5 3. Vendor Enrollment www.miamidade.gov/dpmww/enroll.aspx In order for Miami Dade County to know that your company is interested in doing business with them, you need to enroll first. Enroll online as a County vendor today for immediate notification of business opportunities in the area(s) that you have identified in your enrollment application. Go to the website above and the following form will appear. Note: *Fields marked with an asterisk are required. There is a slight problem with this requirement on the application that Miami Dade is aware of…if you are selecting a Country from the drop down menu, you will still only be able to select states in the United States. While they are working on correcting that, you should select Florida from the States and enter 12345 as the zip code. Vendor Enrollment Form *Email: *Confirm Email: *Business Name/Person: Doing Business As: *Street : *City : *State : *Zip Code : *Country : Please check the box if the mailing address is the same as above Mailing Street : Mailing City : Mailing State : Mailing Zip : Mailing Country : *Contact Person : I Phone: ( ) ext. Toll: 1 - ( ) ext. Fax: ( ) Gender: Ethnicity: Nationality:
  6. 6. 6 Are any of the owners or principals in the firm, or their immediate family members, a Miami-Dade County Employee?** Click on the Commodity button below to add your commodities/services. At least one commodity is required on this form. Commodity Selected commodities list You must select at least one (1) commodity code, but you can select as many as you want. Remember that for everyone that you select, Miami Dade County will notify you about bidding opportunities, so while it seems like a good idea to select all possible commodities, remember that you will get many more emails than you may want. To Add a New Commodity Enter your search criteria which will best describe the products and/or services you provide. You can enter more than one word and even the Commodity Codes, if you are familiar with them. By selecting "Matches on any word", those commodities that have at least one of your words/codes in their description will be displayed for you in a selection box. If you select "Matches on all words", those commodities which contain all the words/codes you provide will be displayed for you. Search: Apparrel Select a search method: Matches on any word (OR) Matches on all words (AND) By clicking on the "Find Commodities" button, you will be provided with a list of commodities which match your request. When you see a commodity that you want to select, double click on it and it will be added to your commodity code list. If you click on the "Display All Commodities" button, you will be provided with the entire list of commodities, regardless of your request. By clicking the "Return/Done" button, you will exit this page and return to your form. If your business is in the apparel and or textile industry, some of the commodity codes you should select are: Commodity Code # Description 20004 Apparel for Cold Weather, hoods, mittens 20007 Bags, Clothing 20015 Clothing, Disposable: Aprons, Capes, Caps 20018 Career Apparel 20019 Children’s Clothing, All Types 20021 Embroidered Patches and Accessories 20027 Work Gloves
  7. 7. 7 20037 Protective Clothing for Firefighters 20037 Hazardous Environment Clothing 20043 Inmate/Prisoner Uniforms/Clothing 20055 Employee Shirts for Aviation Department 20056 T-Shirts 20056 Shirts, Tee (T) Not Athletic 20058 Flight Apparel 20072 Uniform for Various County Departments 20081 Wearing Apparel, Women’s: Blouses, Dresses 20082 Wearing Apparel, Insulated: Cold Proof Clothing 20084 Wearing Apparel, Work, Men’s, Women’s 32508 Bedding, Animal(All Types) 34018 Fire Blankets 34508 Clothing and Belts, not Automotive 34530 First Aid Blankets, Stretchers, Etc. 34548 Gloves, Safety: Electrician’s, Lineman 34579 Reflective Safety Apparel and Accessories 47562 Operating and Examining Apparel, Disposable 59004 Buckles, Belts, and Clothing 73510 Towels, Shop Type 73520 Wiping cloths/Rags 73560 Wiping Rags, All Types: Cotton Towels, Lightweight 80512 Athletic Apparel, Award Jackets and Jerseys 80544 Equestrian Clothing and Supplies 80589 Umpire, Referee, Coach Clothing 82508 Blankets, Livestock 85003 Bags, Bedding 85012 Blankets, Bedding, All Types 85064 Sheets And Pillowcases 85076 Table Linens 85092 Towels, Washcloths, and Bathmats If you have already added a specific commodity to your list and you select it again, a note will pop up to say, “this commodity is already selected.” Remember, you can always add or delete commodities at any time. It’s time to click “submit” at the bottom of the page. It will ask you to verify your information. If the information is correct, click “Submit” at the bottom, if you still want to make changes, click “return.” After you click the “submit” button, you will get the following message: You will be receiving an email with your system generated Enrollment Number and Password. This will confirm your enrollment, so please keep this information in a safe place.
  8. 8. 8 If you do not receive an email with your system generated Enrollment Number and Password please contact the Vendor Information Center (VIC) at 305-375-5773. Once you have officially enrolled, within a very short time you will receive the following email: Thank you for enrolling with Miami-Dade County! Enrollment functions as a "mailing list" that allows us to send you announcements via e-mail for possible business that coincide with the products and services your company provides. Please see note below regarding registration. If you would like to change any of your Enrollment information, you must use the enrollment number and password below and log onto: https://www.miamidade.gov/DPMww/Inter_Logon.aspx Your enrollment number is: XXXXX Your password is: XXXXXXX NOTE: Registration is a separate process that must be completed prior to a contract being awarded to you. Registration requires the submittal of several documents, including notarized affidavits. While Enrollment only allows you to be notified of bid opportunities, Registration is required prior to a contract being awarded, so that Miami Dade County has the ability to pay you for the goods or services you provide. So, that’s a good thing! We’ll talk about Registration in the following section.
  9. 9. 9 4. Vendor Registration http://www.miamidade.gov/procurement/vendor- registration.asp What is Vendor Registration? Vendor Registration is the next step in doing business with Miami Dade County and the most important step if you want to be awarded a contract and get paid after winning a contract with the County. It also adds your company name to computerized listings of vendors available to the Procurement Management staff and other County departments when they are looking to acquire quotes under $10,000. The Vendor Registration package consists 26 pages in the following four sections: Section 1. General Business Information (Page 1-4) Section 2. Vendor Affidavits Form (Requires Notarized Signatures) (Page 5-8) Section 3. Vendor Commodity Code Checklist (Page 9-23) Section 4. Vendor Documents and Additional Forms (Pages 24-25) Completed Vendor Registration Packages can be mailed or hand delivered to: MIAMI-DADE COUNTY VENDOR SERVICES SECTION 111 NW 1st Street Suite 1300 Miami, FL 33128 (305) 375-5773 Let’s take a look at the application by Section and page. Page 1. At the top right of page one you are asked for your Federal Employer Identification Number (FEIN) Chances are you will not have a U.S. FEIN Number. In that case, you should submit the appropriate W-8 form and the County Finance Department will provide you with a number (created by Finance) that identifies you as a foreign firm. There are several W-8 forms to choose from and each one is a Certificate of Foreign Status of for United States Tax Withholding and is used by foreign persons (including corporations) to certify their non-U.S. status. The forms establish that one is a non- resident or a foreign Corporation to avoid or reduce tax withholding from a U.S. source of income, such as sale of products to the U.S. These forms and the instructions for completing them are found online or can be obtained by calling the County Finance
  10. 10. 10 Department for help in determining, obtaining and completing the appropriate form for your company. Call the Finance office at 305-375-5111 The selection of the correct form will depend on the type of business/relationship your company will have with the US. Below are the links to the IRS site with the W-8 instructions for each form. http://www.irs.gov/pub/irs-pdf/iw8.pdf - W-8 http://www.irs.gov/pub/irs-pdf/fw8ben.pdf - W-8BEN http://www.irs.gov/pub/irs-pdf/fw8ce.pdf - W-8CE http://www.irs.gov/pub/irs-pdf/fw8exp.pdf - W-8EXP http://www.irs.gov/pub/irs-pdf/fw8eci.pdf - W-8ECI http://www.irs.gov/pub/irs-pdf/fw8imy.pdf - W-8IMY Directly under the FEIN Number they ask for your NAICS Code. NAICS stands for North American Industry Classification System (NAICS). There are hundreds of codes for every industry and for every facet of an industry. You can search key words for a specific code at www.census.gov/cgi-bin/sssd/naicsrch or you can enter the following high level codes: 313210 - Textiles (Except Apparel) 315210 - Uniforms and Apparel The balance of page 1 is general information regarding your address. Page 2. This page asks about your contact information, type of business organization and years in business. When entering the firm’s telephone and email address, do not put a general phone number and/or email address. Make sure it goes to a key person in the firm and that it will be accessible if that key person is no longer at the company. Many times companies put a general phone number and email address on a form, if that person changes jobs the company never receives another call or email from the County. Page 3. This page asks for the type of business, specifically what commodity or service you can provide. It also explains the County conflict of interest ordinance and asks if any owner, principle or family members are County employees. To the right of 9a and 9b, select no and go to the next page. If you need to answer yes, you will need to follow the instructions in 9.
  11. 11. 11 Page 4. This page asks you to affirm that the information in pages 1-3 are true and correct. Make sure that someone who is authorized to sign contracts for the company is the one who signs this page. Page 5. Again, as on page 1 at the top right it asks for your Federal Employer Identification Number (FEIN). Directly under the FEIN Number they ask for your NAICS Code. This page has to do with the ownership of the business, the legal names, titles and % of ownership. Page 6. and Page 7. The top section of this page is interested in the employees of the company, their race, national origin, gender and their employee benefits. Section 3. through Section 10 explains several County Ordinances that all vendors must comply with, even if they are a foreign company. While this seems odd, the County Attorney’s Office has ruled that when these affidavits were established, the County did not differentiate between companies that were in the United States or located somewhere else. Page 8. This page requires you to affirm that the information in pages 6 and 7 are true and correct. Again, make sure that someone who is authorized to sign contracts for the company is the one who signs this page. Page 9-15. These pages ask you to select the commodities and services that your firm is interested in providing to the County. Pay particular attention to page 11, section 5 entitled, Apparel, Uniforms, Gloves, Shoes, Etc. and page 16, section 34, entitled, Leather Goods, Luggage, Purses, Fabric, Notions and Accessories. Page 17. This is a checklist of documents that need to be submitted as part of the Vendor registration package. Again, as on page 1 and 5 at the top right you are asked for your Federal Employer Identification Number (FEIN). Directly under the FEIN Number you are asked for your NAICS Code. Except for the W-8, these documents will probably not apply to your company. Page 18 thru 25. This is a notice concerning the use of Social Security numbers and/or FEIN numbers in order to have a “County Vendor Number.” Remember, in the case of a non-US company case, after you submit the W-8 form, the County Finance Department will provide you with a number (created by Finance) that identifies you as a foreign firm and that will serve as your County Vendor Number.
  12. 12. 12 5. BidSync www.miamidade.gov/procurement/electronic-bidding- solution.asp (Select “Please register with BidSync”) Now that you have enrolled as a vendor and you’ve completed the Vendor Registration Application, it’s time to register with BidSync. Note: You can actually register with BidSync before you complete the Vendor Registration Application, whichever you want to do first. Miami-Dade County is now issuing all competitive solicitations for goods and services issued by the Procurement Management Division of the Internal Services Department, through the BidSync Electronic Bidding System. You will be able to view and submit your bid/proposal responses electronically through the BidSync system. Paper proposals will not be accepted for solicitations issued/advertised after January 21, 2014. If you have not already done so, register with BidSync by choosing the “Please Register with BidSync” option from Miami-Dade County website http://www.miamidade.gov/procurement/. If you prefer, you can also register directly through www.BidSync.com by choosing the “Free Registration” option on their website. The use of the BidSync System for Miami-Dade-County solicitations does not require your firm to participate in any of the BidSync subscription services or options. Miami- Dade County does not endorse BidSync subscription services besides the FREE service provided by BidSync for Miami-Dade County business. When you click on the link to register with BidSync you will get this message… You are now leaving the official website of Miami-Dade County government. Please be aware that when you exit this site, you are no longer protected by our privacy or security policies. Miami-Dade County is not responsible for the content provided on linked sites. The provision of links to these external sites does not constitute an endorsement. Please click 'OK' to be sent to the new site, or Click 'Cancel' to go back. Once you are on BidSync’s webpage a form will appear asking for your contact information. It will also ask you to create a user name and a password. The password needs to be at least 8 characters long and have at least one letter and one number in it. This user name and password is very important for future use of this website…write it down and keep it in a safe place. Complete step #2 and then click “next step.” The next page will ask what your primary industry is from a drop down list. Select “Clothing, Textiles.” It will also ask for keywords that describe what you can provide. Enter words such as; apparel, uniforms, fabric, etc. and click the tab button. When you do that it will automatically suggest additional keywords that you may or may not want to use. It will then ask where you do business. Feel free to select any of the choices. You
  13. 13. 13 can then click “next step” to move on or “previous step” if you want to go back and make any changes. The next page will give you a selection of commodity codes based on the keywords you selected on the previous page. It will also give you the option to look at other codes that companies like yours have selected. Select as many as you want. You can then click “next step” to move on or “previous step” if you want to go back and make any changes. You will then get the following message on the screen: Thank you for registering with BidSync! You can now log in and view bid information. Please allow one business day for us to review and confirm your registration. You will have “read only” access and will not be able to place offer, ask questions, etc., until we have confirmed your account. If you need immediate assistance and would like to have your account confirmed immediately, please contact BidSync Support at 800-990-9339. Thank you for joining and we hope you enjoy your experience with BidSync! Within a very short time you will get the following email message: Welcome to BidSync Your FREE account is now active. Please go to www.bidsync.com and login using the username and password you created. You will need to accept the terms and conditions and review your "Account Profile Setup". This should only take a few minutes. IMPORTANT: Please review the following sections of the Account Profile Setup. Pay extra attention to the Classification section to ensure that you receive all relevant bid notifications: • Regions (areas in which you do business) • Classifications (codes that describe your products and/or services) • Notification Types (how you would like to be notified of bid opportunities, fax/email) • Agency Types (the type of agencies you are most interested in doing business with) Your username is: _____________ If you cannot remember your password, please click on the following link: http://www.bidsync.com/DPX?ac=loginexception&src=dpx&pwdhint=y All of the information that you submitted during registration including your username and password can be edited under the "Tools" tab in your account. You must be logged in to view this tab. If you need assistance with your account or have questions about the functionality of our system, please contact Vendor Support at 800-990-9339 toll free, or 801-765-9245 locally, Monday through Friday during normal business hours. Cordially, Vendor Support 800-990-9339 vendorsupport@bidsync.com BIDSYNC
  14. 14. 14 6. Procurement Processes The Procurement Management Services Division uses a variety of competitive methods to acquire goods and services for the County. They work closely with user departments to get what they need at the best value. Here are some of the key methods they use to acquire goods and services for the County. Small Purchase Orders Purchases of less than $25,000.00 are considered small purchase orders and these purchases may be made without a formal bidding process by the user department directly with the vendor. This is another excellent reason to complete the Vendor Registration package. When a department has a need for goods and/or services in an amount less than $25,000 they will go to the registered vendors list and select a minimum of three vendors who can supply them with the item(s) and only contact them for quotes. The department will then issue a purchase order directly without the need to contact the Procurement Management Division staff. Invitation to Bid (ITB) The standard method Miami-Dade County uses to acquire goods or services is the Invitation to Bid (ITB) process. Here, they look for the lowest price on specified goods and services. Price is the primary basis for award. Below is a brief description of a typical Invitation to Bid process: 1. The user department has a need for goods and/or services and notifies the Procurement Division. 2. The Procurement Division drafts the bid for publication and sets a bid opening date 3. A “cone of silence” goes into effect when the bid is advertised and all communication regarding the bid solicitation must now be in writing only until an award recommendation is made. 4. Bids are reviewed and evaluated and an award recommendation is made 5. Award notifications of $250,000 or more are sent in the mail. Award notifications of less than $250,000 are posted on the County website. Important: General Terms and Conditions are a part of each bid document and you should familiarize yourself with these. To review the standard terms and conditions, click on the following link: http://www.miamidade.gov/procurement/library/general-terms-and-conditions.pdf NOTE: Alternate or Equivalent Bids Whenever the specifications of an article or material are defined by trade name, brand name, or model and catalog number, the term “or equal,” if not written, is implied. Any such reference to a particular manufacturer’s product is for the purpose of item identification and to establish standards of performance, quality and features. Bids on equivalent items are invited. Alternate bids may be submitted and, if they meet and/or
  15. 15. 15 exceed the specifications or scope of work in the bid document, shall be given equal consideration during the evaluation process. Request for Proposals (RFP) The RFP process may be used when the scope of work cannot be completely defined by the County. Contract award for Request for Proposals and Request for Qualifications is not based solely upon price. Other factors, such as: 1. Qualifications and experience of principals and staff; 2. Methodology and management approach; 3. Understanding of the project and the County's objective; 4. Technical superiority; 5. Financial stability; 6. Experience and history of the firm, among others, are taken into consideration. Request for Qualifications (RFQ) A Request for Qualifications (RFQ) process may be used to determine the qualifications from proposers when the County cannot or has not completely established the scope of services. An RFQ may be used, for example, when creating a pool of qualified vendors to be used on a rotational basis, or in a two-step competitive basis where the scope of services is incomplete and only those firms selected in the qualification phase compete when a particular work order is established. Here is a brief description of the Request for Proposals/Qualifications (RFP/RFQ) process. 1. The User Department Requests RFP/RFQ. 2. Procurement Management prepares solicitations in conjunction with the user. 3. RFP/RFQ is advertised. 4. Procurement Management holds pre-proposal conference. 5. Proposals are received and evaluated 6. Negotiations take place. 7. Award Recommendation Issued Prepare your solicitations with great care. Solicitation requirements vary from contract to contract. Make sure all required information is included in your submittal. A contract awarded on erroneous information may result in financial loss or other difficulties for your business, so it’s important you pay attention to every detail and make sure you can meet all of the deliverables listed in the solicitation document. Thoroughly understand the stipulations regarding purchase, delivery of goods and payments. Your submittal should clearly define the items and services you can provide, your delivery schedule, and your best price.
  16. 16. 16 It’s also very important to keep track of your proposal after you submit it. Once all submittals have been received the process of evaluation will begin and you may be contacted for a pre-award questionnaire and a chance for you to demonstrate that you can deliver the items in your proposal. Once the contract has been awarded the awarded vendor and contract price become public information. Whether or not you win, keeping a record of this information is vital as you move forward and submit future bids and RFP’s. The biggest lesson is to stay proactive: Research the needs and show that you can provide the best solution. Making sure you bid wisely will increase your chances of winning contracts. Below is a checklist of things to be aware of before you submit your ITB/RFP/RFQ to the County. Print out the list and make sure every item is reviewed. Checklist for Submitting a Successful Bid _____ Did you type all entries or make them in ink only? _____ Did you read the bid thoroughly before you started to complete it? _____ Did you include transportation costs in you bid price? _____ Did you bid on all items if required? _____ Did you bid an alternate item that is not equal or better _____ Did you double check all mathematical calculations? _____ Did you attend any mandatory pre-bid or walk-thru? _____ Did you provide all necessary contact information? _____ Did you attach all required forms? _____ Did you submit the requested number of copies? _____ Did you provide references if requested? _____ Did you include a signed addendum(s) if addenda was issued _____ Will your bid arrive before the time and date set. _____ Did a person who is authorized to enter into a contact sign the bid?
  17. 17. 17 7. Getting Paid www.miamidade.gov/finance/vendor-payment.asp Vendor Payments Miami-Dade County now offers a payment option that will expedite County payments to your organization via Automated Clearing House transfers directly to your bank account, instead of the issuance and mailing of a County check. The new Vendor Payment Inquiry application provides vendors and County departments alike access to invoice check and payment information literally at your fingertips. This reduces the need for time consuming phone calls, and expediting invoice follow-ups. You can sign up for this payment option by filling out an Automated Clearing House (ACH) Authorization Agreement by following the link to the website above and clicking on “Direct Deposit.” Vendor Inquiry Regarding Payment Status The Vendor Payment Inquiry page is designed to present invoice and payment information to Miami-Dade County vendors to assist in expediting payment inquiry resolution. Invoice and check payment information is available on this page; the day payment is due, the amount paid, any deductions taken, date check was processed or cleared by the bank, and whether payment was made by check or direct deposit are some of the fields of information that are presented. The Vendor Payment Inquiry pages are provided and maintained by the County Finance Department. Any questions or concerns about the application should be addressed by calling the Finance Department at 305-375-5080. After you have registered as a vendor and the Finance Department has assigned a FEIN number to your company, follow the link above and select “Vendor Payment Inquiry.” You will receive the following message: Welcome to the Vendor Payment Inquiry Website To start - In the Login box on your left, please enter your Federal Employer Identification Number (FEIN) assigned by the Federal Government or Social Security Number (SSN) if you do not have an FEIN remember Finance will assign you a number. Press enter or click login. For your protection, this number will not show up again once you have typed it in and it is validated by the system. Of course the County still can issue paper checks if you prefer, however this is a much faster method of getting paid promptly…it’s your choice.
  18. 18. 18 8. Marketing Your Contract Marketing any product or service requires an understanding of who the buyers are; why they need the item(s), what they want to buy, where and how they want it shipped and when they need to receive it. Marketing to a government is the same. Miami Dade County, like all governmental purchasing is reactive rather than proactive. Everything they buy is in response to a need which is determined by the user departments, not the Procurement Department. WHO There are usually several players involved in the buying process. This will usually include several individuals in addition to the Contracting Officer. There are Procurement Liaisons in every user department. Additionally if you are lucky enough to win a Miami Dade County contract the County has a User Access Program (UAP) that allows 110 other governmental entities, quasi- governmental and not-for profits to purchase from their vendors at the County awarded price, terms and conditions. Check to see if the solicitation you are bidding on has a UAP clause in it. The User Access Program (UAP) allows for a two percent (2%) discount on prices, collected through a deduction on your vendor invoices. The UAP discount, on these contracts, applies to purchases by County departments; other governmental, quasi- governmental and not-for-profit entities accessing County-issued contracts. While giving an additional 2% discount may seem a hardship, keep in mind the potential of providing goods and/or services to 110 additional governmental entities without the need to bid on each of their contracts can mean a huge profit for your business. (See member list at the back of this guide) WHAT They buy anything from fire trucks to underwear. In addition to products, they also buy services. The key component in your offering is to ensure you have a solution that fits the needs and budget. WHERE Although the Procurement office is the hub of the centralized purchasing function, much of what happens is at the user department level. Major and minor purchases take place at various locations around the county. Goods and/or services are never delivered to the Procurement Department and according to your purchase order may have several delivery locations. Make sure you know where to deliver your items.
  19. 19. 19 WHEN When goods and/or services need to be delivered can be the most important factor in deciding which vendor is awarded to contract. Be realistic in your delivery dates. Failure to deliver when promised will reflect on every decision to award to your company in the future and will penalize you in your late delivery of a current award. HOW If you don’t have a website, get one. If you do have a website, keep it current. Post your award sheet prices on your website and consider sending email blasts to the 110 governmental entities that are able to access your contract through the UAP. Each entity will issue its own purchase order when they want to access the prices, terms and conditions of your County contract. If you can attend the FREE classes that are offered by Miami Dade County, you should take advantage of them. Occasionally Miami Dade County sponsors trade shows that you can take part in if you are in the area.
  20. 20. 20 9. Frequently Asked Questions Q - Who can sell goods or services to Miami Dade County? A - Any vendor who sells goods and/or services can sell to Miami Dade County. The County purchases a wide variety of goods and/or services in nearly every category specified in the commodity code listing. Q - Does my company need to register as a vendor? A – Vendors must register in order to receive payment from Miami Dade County. In addition, you will be placed in additional areas that allow using departments to call upon you for small purchase orders. Registering does NOT create a contract or guarantee that the County will buy from you. Q - After I have registered my company, how long does it take before my company will be in the County system? A – It usually takes one business day. Q - How can I correct or update my company information once I have registered? A – It is your responsibility to keep your vendor information current. Once you are registered, you may correct/update company information by contacting the Vendor Assistance Unit of the Procurement Management Division at (305) 375-5773. Q - How can I market my business to the County? A - Procurement specialists are constantly seeking new reliable sources for products and services. Determine the needs of the County based on previous purchases and communicate how you could meet those needs or solve their problems in advance for the next bidding cycle. This information is public record and can be requested in writing to the Specialist in charge of your specific contract or commodity interest. Additionally, the County has a User Access Program (UAP) that allows all other governmental entities to access awarded contracts and pricing. Make sure you obtain a list of key contacts in these other entities and let them know you were awarded a Miami Dade contract and your company is available to provide the same goods and/or services to their government as well. Q - When is an Invitation to Bid (ITB) most likely to be used? A – An ITB is used to select a supplier when the price will be the basis of the award. The County will award the contract(s) to the lowest responsible, responsive bidder. Generally speaking, this means a bidder who: • Meets all the specifications
  21. 21. 21 • Has the capacity and is qualified to perform the contract • Agrees to comply with the terms and conditions of the ITB • Completes and provides all applicable pricing information requested in the ITB • Provides an authorized signature on the Proposal Form • Submits the bid as instructed, by the due date and time specified • Submits any and all information or documents required in the ITB • Offers the lowest price Q - Who evaluates an Invitation to Bid (ITB)? A – Bids are evaluated by the user department(s), who submits a recommendation to the Purchasing Division. The bid recommendation is reviewed thoroughly by the Purchasing Division. The recommendation is made to the lowest responsive and responsible bidder. “Responsive” means the supplier conforms in all material respects to the requirements set forth in the bid document. “Responsible” refers to the ability to perform as specified. Q - What are some of the reasons a vendor may be deemed non- responsive or non-responsible A – The reasons may include: a. Previous vendor performance problems as documented in a vendor performance file b. Failure to meet contractual obligations after an award has been made c. Failure to conform to required delivery, specifications, or detailed requirements d. Submission of a bid or offer in such a manner that would prevent the establishment or determination of a firm bid price. Such as, refusing to hold firm prices or submitting bid prices subject to change due to manufacturer increases/decreases, market conditions, or minimum quantity requirements e. Submission of a bid that is contingent upon receiving the award of another bid f. Failure to provide a bid surety or meet insurance requirements when specifically required in the bid g. Submission of solicitation exceptions when not acceptable to the County based on its own best interest. h. A record of financial difficulty and/or business instability i. Criminal sanctions, civil sanctions Q - When is a Request For Proposal (RFP) or Request For Quotation (RFQ) most likely to be used? A – An RFP or RFQ is used when the County intends to award a contract to a responsible supplier whose proposal is determined to be the most advantageous to the County. When using the RFP/RFQ process, the
  22. 22. 22 County may conduct negotiations or allow proposal modifications to obtain the best value. Generally speaking, this means: • When qualifications, performance levels, expertise, quality of service or product performance is more important than the cost. Q - Who evaluates a Request For Proposal (RFP) and/or Request For Qualification (RFQ)? A – Proposals are evaluated by an evaluation team. The proposals are scored based on the criteria set forth in the proposal. The committee may create a short list from proposals received, based on the criteria. The top firms may be interviewed and the price, terms, or the scope of work may be negotiated with the highest scoring firm. Once the firm has been selected, the user department submits a recommendation to the Purchasing Division, who in turn presents it to the Board of County Commissioners for its approval or rejection Q - Can I review previous contracts or bids/proposals that have been submitted to the County? A - This information is public record and can be requested in writing from the Specialist in charge of your specific contract or commodity interest. Q - What if I discover a mistake in my bid or a problem with my County contract? A - Call and discuss the mistake or problem with the procurement specialist assigned to the purchase or contract. Often, the procurement specialist can find a solution if the mistake or problem is discovered in time. Q - Can I charge separately for delivery costs? A – It is highly unusual for the County to pay freight charges separately. Shipping charges, if applicable, must be included (built into) in the unit price of the item(s) bid. All purchases are made F.O.B. destination, unless otherwise specified. The County’s title to goods occurs upon satisfactory delivery and acceptance at the delivery point shown on the purchase order. All shipments to the County must be made to the locations designated on the purchase order. Deliveries may be required to be made to different departments in various parts of the County. Make sure to check the purchase order for that information and put the purchase order number on each shipping ticket. Q - What if I can’t meet the delivery dates I stated in the bid proposal? A - Vendors should always state, on the bid form, the number of calendar 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
  23. 23. 23 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, the Department of Procurement must be notified immediately. The Department of Procurement will decide, after notification of late delivery, what action should be taken. Q – Do I have to stick to the terms and conditions in the bid? A –The bid documents contain the specifications for the commodity or service being purchased and the terms and conditions governing the bid. The bid form will become the actual contract, if it is awarded to you. That is why an authorized representative from your company must be the one signing the bid, as it is a legally binding contract. Submitting a bid in response to a solicitation obligates you to honor your bid price and to meet County terms and conditions for the full term of the contract. Q - How soon will I be paid for products and services I sell to the County? A – If the invoice you submit is complete and provides all of the information needed you should be paid in within 30 days after the using department has received and accepted your goods and/or services. In order to receive prompt payment: • Send your invoice to the using department’s “bill to” address as stated in your purchase order • Always put the purchase order (PO) number on your invoice. • Check your invoice for accuracy and conformance with the price and other terms of your contract • Ask about partial deliveries prior to making one. Some departments do not accept partial deliveries. • Offer prompt payment discounts. • Accept the County’s Automated Clearing House (ACH) program to expedite payments directly to your bank. Q - What should I do if I do not receive payment on my invoice? A – On the County Finance Department website, click on The Vendor Payment Inquiry page which should tell you the status of your invoice and payment. If you still have questions or concerns about the payment call the County Finance Department at 305-375-5080. Q - Are pre-bid/proposal conferences mandatory? A – Occasionally they are mandatory. Please read the specific solicitation for that information. The nature of some bids and proposals require a pre- bid or pre-proposal conference to be held. Pre-bid and pre-proposal conferences are held in order to clarify specifications, answer vendor questions regarding the specific bid or proposal, or to allow the vendor to
  24. 24. 24 perform an on-site review and inspection. Most pre-bids and pre-proposals are voluntary. Any changes to the original bid or proposal will be made in writing in the form of an addendum and will be mailed, e-mailed, and/ or faxed to all vendors who originally received or have requested the solicitation. All questions and information requests must be directed to the appropriate Purchasing Specialist listed in the bid document to insure that all vendors have the same information. Addenda will also be posted on the County’s website. It is the vendor’s responsibility to obtain any and all addenda prior to submitting a bid or proposal. If the pre-bid is mandatory, your company must send a representative to the meeting in order to qualify to participate in the bidding process of that specific solicitation. Q - Can County staff accept gratuities? A – Unlike the private sector, the public sector has a much stricter code of conduct and ethical behavior rules and regulations. It is the policy of the Purchasing Division to refuse any gift from vendors, regardless of the monetary value of the item. Any gift received by mail will be returned to the sender. If returning the item will result in a significant charge, the item will be donated to a charitable organization.
  25. 25. 25 Myths Myth - that the company has to be located in the U.S Miami Dade County is always looking for qualified new vendors to compete for County business. There is no “Buy America” requirement and companies all over the world are encouraged to offer their services to the County. Best value to the County is what they are looking for, first and foremost. Myth - that the company must be a big company Miami Dade County currently has approximately 70 annual contracts in place for uniforms, apparel and textiles, such as sheets, blankets, towels and other related items. These have an estimated value of $45,000,000. The largest contract value is $12,900,000 and the smallest is valued at $7,600. With such wide ranges in mind, there is a huge opportunity for bidders of all sizes to meet the financial, technical and production capabilities necessary to perform these contracts, on a case by case basis. Myth -that all orders are huge Purchases of less than $25,000.00 may be made without a formal bidding process by the user department, directly with the vendor. These purchases are called “Small Purchases Orders” and the County spends millions of dollars through this process. Myth -that it’s difficult to get paid Miami-Dade County now offers a payment option that will expedite County payments to your organization via Automated Clearing House transfers directly to your bank account, instead of the issuance and mailing of a County check. Myth -that there is no way to know what the previous contract price was Having this information is the key to offering a fair and reasonable price to the County. This information is public record and can be requested in writing from the Specialist in charge of your specific contract or commodity interest. Myth -that no one will help a new vendor through the process There is help available every step of the way with all aspects of the bidding process. This includes, but is not limited to vendor enrollment, vendor registration, bid preparation and getting paid. Whatever area help is needed, help is available.
  26. 26. 26 10. Getting More Help Vendor Enrollment Help If You Need Assistance Please Contact The Vendor Assistance Unit at (305) 375-5773. If you are no longer interested in receiving future notifications about bid opportunities, send an email to:VendorEnrollments@miamidade.gov and type 'Unsubscribe' in the subject line. Your email address will be removed from the distribution list. Vendor Registration Help If You Need Assistance Please Contact The Vendor Assistance Unit at (305) 375-5773. BidSync Help If you need additional assistance regarding the BidSync registration and training process as a Miami-Dade County vendor, please contact the BidSync support team at 1-800-990- 9339, or email support@bidsync.com Should you have any questions or require additional information regarding BidSync, please contact Miami Dade County staff member, Adil Khan at 305-375-1436 or Janice Bandhu at 305-375-5317. W-8 Help Contact the County Finance Department at 305-375-5111 Bid Preparation Help 2014 Free Vendor Workshops 111 N.W. 1st Street, Miami, Florida - Stephen P. Clark Center 18th Floor, Conference Room 18-4 10:00 a.m.—12:00 noon Contact us to register (305) 375- 5773 Workshop Dates: Getting Paid Help Contact the County Finance Department at 305-375-5080 or email fnpayables@miamidade.gov Consulting Help Jill Klaskin Press, President JKP Consulting Group, Inc. JillPress@JKPConsultingGroup.org Phone: 786-484-1242 Cell: 305-458-633
  27. 27. 27 11. Appendix UAP Member List Vendor Registration Form
  28. 28. 1 of 3 user-access-members 1 MIAMI-DADE COUNTY Department of Procurement Management Joint Purchase & Entity Revenue Sharing Agreement USER ACCESS PROGRAM (UAP) MEMBERS Member # Municipalities/Agencies 04 33321 001 City of Tamarac, FL 04 33169 002 City of Miami Gardens, FL 04 33130 003 City of Miami, FL 04 33161 004 City of North Miami, FL 05 33156 005 Village of Pinecrest, FL 05 33135 006 Public Health Trust (PHT)/ Jackson Memorial Hospital (JMH) 05 33166 007 City of Miami Springs, FL 05 33301 008 City of Fort Lauderdale, FL 05 33132 009 Miami-Dade County Public Schools; Miami, FL 06 33160 010 Town of Golden Beach, FL 06 33138 011 Miami Shores Village, FL 06 33132 012 Miami Parking Authority; Miami, FL 06 33139 013 City of Miami Beach, FL 06 33432 014 City of Boca Raton, FL 07 33261 015 North Miami Community Redevelopment Agency; N Miami, FL 07 34741 016 Toho Water Authority; Kissimmee, FL 07 33199 017 Florida International University; Miami, FL 07 33442 018 City of Deerfield Beach, FL 07 33126 019 Miami-Dade Health Department; Miami, FL 08 33142 020 Miami-Dade Expressway Authority (MDX); Miami, FL 08 33142 021 Charlotte County Board of Commissioners; Port Charlotte, FL 08 33180 022 City of Aventura, FL 08 33160 023 City of Sunny Isles Beach, FL 08 33157 024 Richmond Perrine Optimist Club; Miami, FL 08 33950 025 City of Punta Gorda, FL 08 33137 026 Miami Jewish Home & Hospital for the Aged; Miami, FL 08 34741 027 City of Kissimmee, FL 08 33063 028 City of Coconut Creek, FL 08 33154 029 Indian Creek Village, FL 08 33162 030 City of North Miami Beach, FL 09 33030 031 City of Homestead, FL 09 33622 032 Hillsborough County Aviation Authority; Tampa, FL 09 32202 033 Florida Community College of Jacksonville; Jacksonville, FL 09 33135 034 Switchboard of Miami Inc; Miami, FL 09 33145 035 Seraphic Fire Inc; Miami, FL 09 32514 036 Bay County Transportation Planning Org; Pensacola, FL 09 33128 037 YWCA of Greater Miami-Dade Inc; Miami, FL 09 33180 038 Michael-Ann Russell Jewish Community Center; North Miami Beach, FL 09 33176 039 Dave & Mary Alper Jewish Community Center Miami, FL
  29. 29. 2 of 3 user-access-members 2 Member # Municipalities/Agencies 09 33143 040 Family Counseling Services of Greater Miami; Miami, FL 09 33142 041 Goodwill Industries South Florida; Miami, FL 09 32720 042 City of Deland, FL 09 33133 043 South Florida Urban Ministries; Miami, FL 09 33033 044 Farm Share Inc; Homestead, FL 09 33033 045 Citizens Property Insurance Corporation; Tallahassee, FL 10 98046 046 City of Lynnwood, WA 10 33129 047 United Way of Miami-Dade; Miami, FL 10 80903 048 El Paso County; Colorado Springs, CO 10 38135 049 City of Bartlett, TN 10 32602 050 City of Gainsville, FL 10 33155 051 City of Coral Gables, FL 10 33136 052 Voices for Children Foundation Inc; Miami, FL 10 98104 053 Sound Transit - Seattle, WA 10 32907 054 City of Palm Bay, FL 10 68508 055 City of Lincoln/Lancaster County Nebraska; Lincoln, NE 10 33071 056 Coral Springs Improvement District; Coral Springs, FL 10 33129 057 The Children's Trust; Miami, FL 10 33137 058 Greater Miami Jewish Federation; Miami, FL 10 34474 059 Central Florida Community College; Ocala, FL 10 89107 060 State of Nevada; Nevada 10 33033 061 Greater Miami Chapter of NIGP Inc; Miami, FL 10 33161 062 Village of Biscayne Park, Florida 10 33142 063 Shalom El Corporation; Miami, FL 10 64111 064 Metropolitan Community College; Kansas City, MO 10 57701 065 Pennington County Sheriff's Office; Rapid City, SD 10 33701 066 City of St Petersburg; St Petersburg, FL 10 66621 067 Washburn University; Topeka, KS 10 33133 068 Coconut Grove Business Improvement District; Coconut Grove, FL 10 89520 069 Washoe County Nevada; Reno, NV 10 33136 070 Kristi House Inc 10 27713 071 Council for Entrepreneurial Development - Durham, NC 11 72902 072 City of Fort Smith, AR 11 28092 073 Lincoln County Sheriff's Office - Lincolnton, NC 11 39202 075 State of Mississipi, Dept of Corrections - Jackson, MS 11 32177 076 Putnam County Board of Commissioners - Palatka, FL 11 68198 077 University of Nebraska Medical Center 11 21046 078 Howard County; Columbia, Maryland 11 21204 079 Baltimore County; Tucson, Maryland 11 33143 080 City of South Miami – Florida 11 33025 081 City of Miramar - Florida
  30. 30. 3 of 3 user-access-members 3 11 33401 082 City of West Palm Beach - Florida 11 71040 083 Claiborne Parish Sheriff's Office - Homer, LA 11 33012 084 STEPS in the Right Direction Inc; Hialeah, FL 11 33160 085 Optimist Club of Ives Estates; Miami, FL Member # Municipalities/Agencies 11 33125 086 Regis House Inc; Miami, FL 11 33128 087 The Dade County Bar Association-Legal Aid; Miami, FL 11 33137 088 Community AIDS Resource DBA Care Resource; Miami, FL 11 33134 089 Hispanic Coalition Corp; Miami, FL 11 33161 090 North Miami Foundation for Senior Citizens Svcs; N Miami, FL 11 33176 091 South Florida Youth Symphony - Miami, FL 12 71360 092 City of Pineville; Pineville, LA 12 32073 093 Town of Orange Park; Orange Park, FL 12 57105 094 Minnehaha County 12 50319 095 State of Iowa 12 33410 096 City of Palm Beach Gardens 12 33636 097 East Coast Water Control District 12 33161 098 Barry University 12 33189 099 Town of Cutler Bay 12 33166 100 City of Doral 13 32399 101 FL Dept of Transportation 13 34689 102 City Of Tarpon Springs 13 33056 103 The Bricc Arts Project Inc 13 33131 104 Miami-Dade Sports Commission 13 34236 105 Sarasota County 13 33301 106 Broward County Board of County Commissioners 13 32162 107 Village Center Community Development District 13 34994 108 City of Stuart 13 32209 109 Jacksonville Housing Authority 13 33312 110 Broward County Sheriff's Office 13 33014 111 Town of Miami Lakes Total Members: 110
  31. 31. 03/20/2014 Page 1 Miami-Dade County VENDOR REGISTRATION PACKAGE (Business Entity Registration Application) Internal Services Department (ISD) Procurement Management Services Division Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974 Telephone: 305-375-5773 www.miamidade.gov/procurement Plea se type or c o mple te in i nk a nd fo rwa rd p ac ka ge by mail or in per so n to the a ddre ss above . S tri ke thro ug hs wi th i ni ti al s will be a c cep ted. Whi te - out wil l no t be a cc ep ted. Prospective vendors are required to complete a Vendor Registration Package prior to the award of any County contract. It is the vendor’s responsibility to keep information current, complete and accurate, by submitting any updates to the ISD, Procurement Management Services, Vendor Services Section. FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN) In order to establish a file for your firm, you must enter your firm’s FEIN. This number becomes your “County Vendor Number”. Please enter your Federal Employee Identification Number (FEIN) or if none, then enter the owner’s Social Security Number (SSN). FEIN NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) The North American Industry Classification System (NAICS) is the standard used by the federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing and publishing statistical data related to the U.S. business economy. NAICS Code The Vendor Registration Package is comprised of the following four sections. All sections must be completed and submitted. If a question is not applicable, please write “ None”. Sect io n 1 : Sect io n 2 : Sect io n 3 : Sect io n 4 : Gener al Bu si ness In for ma ti on Vend or A ffi da vi ts For m (Re qui res Not ari ze d Si gn ature ) Vend or C o mmod it y C ode s S electi on Che ck li st Vend or Docu ment C heckl ist an d A d dit io nal Go ver n men t For ms Pag es Pag es Pag es Pag e 1-4 5-8 9-15 17 SECTION 1: GENERAL BUSINESS INFORMATION (pages 1-4) 1. NAME OF BUSINESS: Enter the name of the entity, individual(s), partners, or corporation; followed by any other name used to do business (DBA). This business name shall appear on all invoices submitted to the County. Name of Entity, Individual(s), Partners or Corporation Doing Business As (If same as above leave blank) 2a. COMPANY BUSINESS ADDRESS: Enter the physical address for the main office. Street Address (P.O. Box Number is not permitted) City State (U.S.A.) Country Zip Code 2b. MAILING ADDRESS: Enter the business mailing address only if different from above. (Leave blank if address is the same as above). Street Address (or P. O. Box Number) City State (U.S.A.) Country Zip Code 2c. PAYMENT REMITTANCE ADDRESS: Enter the company address where payment of invoices is to be mailed. (Enter even if same as above). Street Address (or P.O. Box Number)
  32. 32. 03/20/2014 Page 2 City State (U.S.A.) Country Zip Code
  33. 33. 03/20/2014 Page 3 3. OTHER AFFILIATE: Enter name and address of Business Affiliate, i.e. parent company or subsidiary with the same Federal Employer Identification Number (FEIN) as firm submitting vendor application. Parent Company Subsidiary Name of Firm Street Address (P.O. Box Number is not permitted) City State (U.S.A.) Country Zip Code 4. CONTACT PERSON: Enter your firm’s contact person’s name and title. Mr. Ms. Mrs. First Name MI Last Name Title: 5. FIRM’S TELEPHONE NUMBERS AND E-MAIL ADDRESS: Enter your firm’s telephone number(s) and include Miami-Dade County, long distance and 800 numbers if available, and the fax number for the contact person named above. Enter your firm’s e-mail address. Solicitation notices will be e-mailed to this address. If no email address is available, access the Miami-Dade County Website at www.miamidade.gov/procurement for solicitation opportunities. Telephone Number: Fax Number: Toll Free Number: E-mail addre ss: 6. TYPE OF BUSINESS ORGANIZATION: Place a checkmark next to the applicable item that describes the type of organization for your firm and enter additional information as requested for that item. If incorporated, a copy of the company Certificate of Incorporation and IRS letter 147C, or any other preprinted IRS form issued by the IRS identifying your business name and Federal Employer Identification Number (FEIN), shall be submitted as verification of the company name and FEIN. If using a Social Security Number (SSN), a copy of the Social Security card shall be submitted. Also, if a corporation that trades in stock ownership in a public stock exchange market, check “Publicly Traded Corporation” and name the stock exchange market of registration and symbol. Refer to page 17 for complete list of required documents. Corporation – Incorporated in the State of: Publicly Traded Corporation: Stock Exchange Market of Registration: Symbol: Partnership: Sole Proprietorship (One Individual Owner): Not-for-Profit Organization: Other (Specify): 7. YEARS FIRM HAS BEEN IN BUSINESS: Less than 1 year 1 - 5 years 6 - 10 years 10+ years
  34. 34. 03/20/2014 Page 4 8. TYPE OF BUSINESS: (Indicate by checkmark and identify type of commodity and/or service) Commodities/ Services Manufacturer or Producer Dealer or Distributor Maintenance or Repair Rental or Lease Construction Contractor Professional Services Other 9. THE MIAMI-DADE COUNTY (MDC) CONFLICT OF INTEREST AND CODE OF ETHICS ORDINANCE 2-11.1 requires all Miami-Dade County employees, board members and elected officials to seek a conflict of interest opinion prior to submittal of a bid, response or application of any type to contract with Miami-Dade County by the person or any member of his or her immediate family. Immediate family is defined as spouse, domestic partner, parents, stepparents, children and stepchildren. Pursuant to the ordinance, Miami-Dade County may not award a contract to any covered person who has not received a written ethics opinion or a waiver from the Board of County Commissioners. If you answer yes to questions 9a or 9b below, you are required to obtain a Conflict of Interest Opinion from the Miami-Dade County Commission on Ethics and Public Trust (COE) concerning the relationship of the County employee, board member and/or elected official, to the officers or principals of your firm. An opinion from the COE is required prior to the receipt or approval of the vendor application by the Miami-Dade County, Internal Services Department, Procurement Management Services Division. Submit request for a written Conflict of Interest Opinion to: Miami-Dade County Commission on Ethics and Public Trust, 19 West Flagler Street, Suite #820, Miami, Florida, 33130 or fax to (305) 579-0273. Please contact the COE at (305) 579-2594 for further information. It is the responsibility of the vendor to forward the vendor application and the written Conflict of Interest Opinion from the COE to the Miami-Dade County, Internal Services Department, Procurement Management Services Division for processing. 9a. ARE ANY OF THE OWNERS/PRINCIPALS IN THE FIRM, A MIAMI-DADE COUNTY ELECTED OFFICIAL, BOARD MEMBER OR MIAMI-DADE COUNTY EMPLOYEE(S)? If “yes”, indicate the name and complete the information below. Use duplicate form for multiple owners/principals. If “no”, check box and go to the next section. Yes: No. Name of Owner/Principal in the Firm: I. Miami-Dade Elected Official: Yes No Date Elected: Position Held: II. Miami-Dade Board Member: Yes No Date Appointed: Position Held: Name of Board Appointed to: III. Miami-Dade County Employee: Yes No County Employee Hire Date: Position Held: Miami-Dade County Employee (I.D. Number): Miami-Dade County Department where Employee works: 9b. ARE ANY IMMEDIATE FAMILY MEMBERS OF THE OWNERS/PRINCIPALS IN THE FIRM, A MIAMI-DADE COUNTY ELECTED OFFICIAL, BOARD MEMBER OR MIAMI-DADE COUNTY EMPLOYEE? Immediate family is defined as spouse, domestic partner, parents, stepparents, children and stepchildren. If “yes”, indicate the name and complete the Information below. Use duplicate form for multiple owners/principals. If “no”, check box and go to the next section. Yes: No. Name of Owner/Principal in the Firm: Name of Immediate Family Member of the Owners/Principals in the Firm: I. Miami-Dade Elected Official: Yes No Date Elected: Position Held: II. Miami-Dade Board Member: Yes No Date Appointed: Position Held: Name of Board Appointed to: III. Miami-Dade County Employee: Yes No County Employee Hire Date: Position Held: Miami-Dade County Employee (I.D. Number): Miami-Dade County Department where Employee works:
  35. 35. 03/20/2014 Page 5 AFFIRMATIONS AND SIGNATURES The undersigned hereby certifies that the foregoing statements are true and correct and include all of the material necessary to identify and explain the operation of the business described herein. The undersigned agrees to provide Miami-Dade County with current, complete and accurate information for each project contracted and for all proposed changes in any contractual agreement. Misrepresentations shall be grounds for terminating any contract. Signed this (date): day of: 20 Sign by: Name of Firm: Print Name: Title:
  36. 36. 03/20/2014 Page 6 de Miami-Dade County VENDOR AFFIDAVITS FORM (Uniform County Affidavits) Internal Services Department (ISD) Procurement Management Services Division Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974 Telephone: 305-375-5773 www.miamidade.gov/procurement The completion of the Vendor Affidavits Form allows vendors to comply with affidavit requirements outlined in Section 2-8.1 of the Code of Miami-Dade County. Vendors are required to have a complete Vendor Registration Package on file, including required affidavits, prior to the award of any County contract. It is the vendor’s responsibility to keep all affidavit information up to date and accurate by submitting any updates to the ISD, Procurement Management Services Division, Vendor Services Section. FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN) In order to establish a file for your firm, you must enter your firm’s FEIN. This number becomes your “County Vendor Number”. Please enter your Federal Employee Identification Number (FEIN) or if none, then enter the owner’s Social Security Number (SSN). FEIN NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) The North American Industry Classification System (NAICS) is the standard used by the federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing and publishing statistical data related to the U.S. business economy. NAICS Code SECTION 2: VENDOR AFFIDAVITS FORM (pages 5-8) A) Name of Entity, Individual(s), Partners or Corporation B) Doing Business As (If same as line A, leave blank) Street Address (P.O. Box Number is not permitted) City State (U.S.A.) Country Zip Code 1. MIAMI-DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT (Sec. 2-8.1 of the Miami-Dade County Code) Firms registered to do business with Miami-Dade County, shall require the person contracting or transacting such business with the County to disclose under oath his or her full legal name, and business address. Such contract or transaction shall also require the disclosure under oath of the full legal name and business address of all individuals having any interest (legal, equitable, beneficial or otherwise) in the contract other than subcontractors, material men, suppliers, laborers or lenders. Post office box addresses shall not be accepted hereunder. If the contract or business transaction is with a corporation the foregoing information shall be provided for each officer and director and each stockholder holding, directly or indirectly, five (5) percent or more of the outstanding stock in the corporation. If the contract or business transaction is with a partnership, the foregoing information shall be provided for each partner. If the contract or business transaction is with a trust, the foregoing information shall be provided for the trustee and each beneficiary of the trust. The foregoing disclosure requirements shall not apply to contracts with publicly-traded corporations, or to contracts with the United States or any department or agency thereof, the State or any political subdivision or agency thereof, or any municipality of this State. Use duplicate page if needed for additional names. If no officer, director or stockholder owns (5%) or more of stock, please write “None” below. PRINCIPALS FULL LEGAL NAME TITLE ADDRESS OWNERS CHECK BOXES BELOW FULL LEGAL NAME TITLE % OF OWNERSHIP ADDRESS GENDER RACE / ETHNICITY M F White Black Hispanic Asian/Pacifi cIslander Native American/ AlaskanNative Other If a percentage of the firm is owned by a publicly traded corporation or by another corporation, indicate below in the space “Other Corporations”.
  37. 37. 03/20/2014 Page 7 OTHER CORPORATIONS %OF OWNERSHIP 2. MIAMI-DADE COUNTY EMPLOYMENT DISCLOSURE AFFIDAVIT (County Ordinance No. 90-133, amending Section 2.8-1(d)(2) of the Miami-Dade County Code) The following information is for compliance with all items in the aforementioned Section: 1. Does your firm have a collective bargaining agreement with its employees? Yes No 2. Does your firm provide paid health care benefits for its employees? Yes No 3. Provide a current breakdown (number of persons) in your firm’s work force indicating race, national origin and gender. NUMBER OF EMPLOY EES M a l e s F e m a l e s White Black Hispanic Asian/Pacif ic IslanderNative American/ Alaskan Native Other Total Number of Employees T o t a l E m p l o y e e s 3. MIAMI-DADE COUNTY EMPLOYMENT DRUG-FREE WORKPLACE CERTIFICATION (Section 2-8.1.2(b) of the Miami- Dade County Code) All persons and entities that contract with Miami-Dade County are required to certify that they will maintain a drug-free workplace and such persons and entities are required to provide notice to employees and to impose sanctions for drug violations occurring in the workplace. In compliance with Ordinance No. 92-15 of the Code of Miami-Dade County, the above named firm is providing a drug-free workplace. A written statement to each employee shall inform the employee about: 1. Danger of drug abuse in the workplace 2. The firms’ policy of maintaining a drug-free environment at all workplaces 3. Availability of drug counseling, rehabilitation and employee assistance programs 4. Penalties that may be imposed upon employees for drug abuse violations The firm shall also require an employee to sign a statement, as a condition of employment that the employee will abide by the terms of the drug-free workplace policy and notify the employer of any criminal drug conviction occurring no later than five (5) days after receiving notice of such conviction and impose appropriate personnel action against the employee up to and including termination. Firms may also comply with the County’s Drug Free Workplace Certification where a person or entity is required to have a drug-free workplace policy by another local, state or federal agency, or maintains such a policy of its own accord and such policy meets the intent of this ordinance.
  38. 38. 03/20/2014 Page 8 4. MIAMI-DADE COUNTY DISABILITY AND NONDISCRIMINATION AFFIDAVIT (Article 1, Section 2-8.1.5 Resolution R182-00 Amending R-385-95 of the Miami-Dade County Code) Firms transacting business with Miami-Dade County shall provide an affidavit indicating compliance with all requirements of the Americans with Disabilities Act (A.D.A.). I, state that this firm, is in compliance with and agrees to continue to comply with, and assure that any subcontractor, or third party contractor shall comply with all applicable requirements of the laws including, but not limited to, those provisions pertaining to employment, provision of programs and services, transportation, communications, access to facilities, renovations, and new construction.  The American with Disabilities Act of 1990 (A.D.A.), Pub. L. 101-336, 104 Stat 327, 42 U.S.C. Sections 225 and 611 including Titles I, II, III, IV and V.  The Rehabilitation Act of 1973, 29 U.S.C. Section 794  The Federal Transit Act, as amended, 49 U.S.C. Section 1612  The Fair Housing Act as amended, 42 U.S.C. Section 3601-3631  I, hereby affirm that I am in compliance with the below sections: Section 2-10.4(4)(a) of the Code of Miami-Dade County (Ordinance No. 82-37), which requires that all properly licensed architectural, engineering, landscape architectural, and land surveyors have an affirmative action plan on file with Miami-Dade County. Section 2-8.1.5 of the Code of Miami-Dade County, which requires that firms that have annual gross revenues in excess of five (5) million dollars have an affirmative action plan and procurement policy on file with Miami-Dade County. Firms that have a Board of Directors that are representative of the population make-up of the nation may be exempt. 5. MIAMI-DADE COUNTY DEBARMENT DISCLOSURE AFFIDAVIT (Section 10.38 of the Miami-Dade County Code) Firms wishing to do business with Miami-Dade County must certify that its contractors, subcontractors, officers, principals, stockholders, or affiliates are not debarred by the County before submitting a bid. I, confirm that none of this firms agents, officers, principals, stockholders, subcontractors or their affiliates are debarred by Miami- Dade County. 6. MIAMI-DADE COUNTY VENDOR OBLIGATION TO COUNTY AFFIDAVIT (Section 2-8.1 of the Miami-Dade County Code) Firms wishing to transact business with Miami-Dade County must certify that all delinquent and currently due fees, taxes and parking tickets have been paid and no individual or entity in arrears in any payment under a contract, promissory note or other document with the County shall be allowed to receive any new business. I, confirm that all delinquent and currently due fees or taxes including, but not limited to, real and personal property taxes, convention and tourist development taxes, utility taxes, and Local Business Tax Receipt collected in the normal course by the Miami-Dade County Tax Collector and County issued parking tickets for vehicles registered in the name of the above firm, have been paid. I further affirm that this firm complies with Section 2-8.1, which requires that no individual or entity that is in arrears in any payment under a contract, promissory note or other document with the County shall be allowed to receive any new business.7. MIAMI-DADE COUNTY CODE OF BUSINESS ETHICS AFFIDAVIT (Article 1, Section 2-8.1(i) and 2-11(b)(1) of the Miami-Dade County Code through (6) and (9) of the County Code and County Ordinance No 00-1 amending Section 2-11.1(c) of the County Code) Firms wishing to transact business with Miami-Dade County must certify that it has adopted a Code that complies with the requirements of Section 2-8.1 of the County Code. The Code of Business Ethics shall apply to all business that the contractor does with the County and shall, at a minimum; require the contractor to comply with all applicable governmental rules and regulations. I confirm that this firm has adopted a Code of business ethics which complies with the requirements of Sections 2-8.1 of the County Code, and that such code of business ethics shall apply to all business that this firm does with the County and shall, at a minimum, require the contractor to comply with all applicable governmental rules and regulations.
  39. 39. 03/20/2014 Page 9 9. 10. 8. MIAMI-DADE COUNTY FAMILY LEAVE AFFIDAVIT (Article V of Chapter 11, of the Miami-Dade County Code) Firms contracting business with Miami-Dade County, which have more than fifty (50) employees for each working day during each of twenty (20) or more work weeks in the current or preceding calendar year, are required to certify that they provide family leave to their employees. Firms with less than the number of employees indicated above are exempt from this requirement, but must indicate by letter (signed by an authorized agent) that it does not have the minimum number of employees required by the County Code. I confirm that if applicable, this firm complies with Article V of Chapter 11 of the County Code, which requires that firms contracting business with Miami-Dade County which have more than fifty (50) employees for each working day during each of twenty (20) or more work weeks in the current or preceding calendar year are required to certify that they provide family leave to their employees. 9. MIAMI-DADE COUNTY LIVING WAGE AFFIDAVIT (Section 2-8.9 of the Miami-Dade County Code) All applicable contractors entering into a contract with the County shall agree to pay the prevailing living wage required by this section of the County Code. I confirm that if applicable, this firm complies with Section 2-8.9 of the County Code, which requires that all applicable employers entering a contract with Miami-Dade County shall pay the prevailing living wage required by the section of the County Code. 11. 10. MIAMI-DADE COUNTY DOMESTIC LEAVE AND REPORTING AFFIDAVIT (Article 8, Section 11A-60 - 11A-67 of the Miami-Dade County Code) Firms wishing to transact business with Miami-Dade County must certify that it is in compliance with the Domestic Leave Ordinance. I confirm that if applicable, this firm complies with the Domestic Leave Ordinance. This ordinance applies to employers that have, in the regular course of business, fifty (50) or more employees working in Miami-Dade County for each working day during the current or preceding calendar year. AFFIRMATION I, being duly sworn, do attest under penalty of perjury that the entity is in compliance with all requirements outlined in these Miami-Dade County Vendor Affidavits. I also attest that I will comply with and keep current all statements sworn to in the above affidavits and registration application. I will notify the Miami-Dade County, Vendor Services Section immediately if any of the statements attested hereto are no longer valid. (Signature of Affiant) (Date)
  40. 40. 03/20/2014 Page 10 Printed Name of Affiant and Title NOTARY PUBLIC INFORMATION Notary Public – State of: State County of SUBSCRIBED AND SWORN TO (or affirmed) before me this day of 20 . by He or she is personally known to me Or has produced identification Type of Identification Produced Signature of Notary Public (Serial Number) Print or Stamp of Notary Public Expiration Date Notary Public Seal (When applicable)
  41. 41. 03/20/2014 Page 9
  42. 42. 03/20/2014 Page 10 1. ADVERTISING SPECIALTIES/PROMOTIONAL ITEMS 080-10 Badges, Emblems, Nametags, Plates, etc. 350-35 Flags, Flag Poles, Banners and Accessories 037-78 Promotional and Advertising Items, Souvenirs 962-33 Engraving Services: Awards, Trophies, etc. 962-37 Flagpole Services 962-51 Laminating Services 962-52 Mapping Services 2. AIR CONDITIONING, HEATING, VENTILATION, CHILLER PLANTS 031-02 Air Conditioning, Heating and Ventilating Equipment, Parts and Accessories 740-95 Refrigeration Equipment and Accessories 962-23 Chemical Treatment Services of Boilers and Tower Water Plants 3. AIRCRAFT AND AIRPORT EQUIPMENT, ACCESSORIES, SUPPLIES AND SERVICES 035-79 Aircraft and Airport Equipment, Parts and Supplies 905-03 Aerial Patrolling Services (Not Survey) 905-05 Aerial Photography Services 905-10 Aerial Surveys (Including Wildlife Censuses) 905-12 Aircraft Crash Removal Services 905-14 Airplane/Helicopter Services (Not otherwise classified) 958-03 Airport Management Services 905-20 Air Rescue and Transfer of Patients 905-41 Aerial Crop Dusting and Seeding Services (All Kinds) 905-53 Pilot Training services 905-60 Removal Services of Rubber Deposits from Runways 905-70 Aircraft Storage Space Services (Not Building Lease) 906-06 Airport Services (Lighting, Fueling, Navigational Aids, etc.) 4. ANIMALS, LIVE - AND - DRUGS, FOOD, CARE SERVICES AND SUPPLIES 040-01 Live Animals 325-66 Feed, Bedding, Vitamins and Supplements for Animals Miami-Dade County VENDOR COMMODITY CODE SELECTION CHECKLIST Internal Services Department, Procurement Management Services Division Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974 Telephone: 305-375-5773 www.miamidade.gov/procurement Check the commodity codes below that identify those goods and services your company can supply. Once your Vendor Registration Package is processed, notification of solicitation opportunities for the commodities you select will be forwarded to your company. An update of your commodity selections can be made at any time by resubmitting a new Vendor Commodity Code Selection Checklist. FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN) In order to establish a file for your firm, you must enter your firm’s FEIN. This number becomes your “County Vendor Number”. Please enter your Federal Employee Identification Number (FEIN) or if none, then enter the owner’s Social Security Number (SSN). FEIN NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) The North American Industry Classification System (NAICS) is the standard used by the federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing and publishing statistical data related to the U.S. business economy. NAICS Code SECTION 3: CHECK THE ITEMS THAT APPLY TO YOUR BUSINESS (pages 9-15) COMPANY NAME:
  43. 43. 03/20/2014 Page 11 080-75 Pet Identification Tags 080-80 Wildlife Bands, Labels and Tags 962-06 Animal Care, Animal Shelter Service, etc. 5. APPAREL, UNIFORMS, GLOVES, SHOES, ETC. 200-11 Clothing, Apparel, Uniforms and Accessories 800-86, 800-88, 800-95 Shoes and Boots 962-78 Sewing and Alteration Services 962-80 Shoe and Boot Repair 6. APPLIANCES 045-06 Appliances and Equipment, Household Type 500-63 Laundry and Dry Cleaning Equipment, Accessories, Parts and Supplies 7. ART, CRAFT, PAINTINGS, MUSIC, ENTERTAINMENT 232-75 Crafts, General 233-41 Craft Supplies and Equipment 580-70 Musical Instruments, Accessories and Supplies 962-05 Amusement and Entertainment Services 962-63 Piano Tuning Services 962-72 Restoration/Preservation Services of Antiques, Costumes, Paintings and other Objects 8. AUDIO VISUAL EQUIPMENT, TV/BROADCAST AND PRODUCTION SERVICE EQUIPMENT 803-30 Sound Systems, Components, Group Intercom, Public Address Systems 855-95 Theatrical Equipment and Supplies 939-84 Television Equipment and Accessories 9. AUTOMOTIVE 936-08 Air Compressors and Accessories 055-17 Accessories for Vehicles 929-17 Automotive Maintenance Items 060-67 Automotive Bodies, Accessories and Supplies 070-18 Automotive Vehicles, Scooters, Trailers and related Transportation Equipment 075-64 Automotive Shop Equipment and Supplies 962-17 Bus and Taxi Services, Limousines and Vans 962-62 Pneumatic Tube, Maintenance and Repair 962-84 Tire Shredding Services 968-90 Vehicle Towing and Storage 962-85 Glass Tinting and Coating Services (Automotive and Buildings) 10. BAGS, CONTAINERS, ACCESSORIES 085-90 Bags, Bagging, Ties 100-67 Barrels, Kegs and Containers 320-56 Equipment and Supplies for Fastening, Packaging, Strapping and tying 510-22 Laundry Bags, Supplies, Baskets, Trucks, Accessories 11. BUILDING MATERIALS AND SUPPLIES 010-09 Acoustical Tile, Insulating Materials, etc. 135-94 Bricks and other Clay Products 150-60 Builder’s Supplies 210-70 Concrete and Metal Curvets, Pilings, Septic Tanks,
  44. 44. 03/20/2014 Page 12 Accessories and Supplies 330-13 Fence Materials and Supplies 360-19 Floor Covering, Installation and Removal Equipment and Tools 914-47 Glass and Glazing Supplies 540-52 Lumber and Related Products 630-93 Paint, Wall Paper and Related Items 658-96 Pipe and Tubing 659-97 Pipe Fittings 670-57 Plumbing Equipment, Fixture and Supplies 745-68 Road and Highway Building Materials (Asphaltic) 750-72 Road and Highway Building Materials (Not Asphaltic) 770-72 Roofing Materials 670-57 Plumbing Equipment, Fixtures and Supplies 12. BUILDINGS AND STRUCTURES – MODULAR – FABRICATED AND PREFABRICATED 155-10 Modular, Prefabricated and Fabricated Buildings, Bridges, Shelters and other Structures 13. CHEMICALS, EPOXIES 180-81 Chemical Raw Material 190-75 Chemicals and Solvents 192-70 Cleaning Compositions, etc. 315-10 Epoxy Based Formulations for Adhesive, New Orleans, etc. 885-70 Flocculants, Polymeric 505-70 Laundry and Dry Cleaning Compounds and Supplies 885-96 Water and Wastewater Treatment Chemicals 14. COMMUNICATIONS/TELECOMMUNICATIONS EQUIPMENT AND SUPPLIES 838-35 Radio Communication, Telephone and Telecommunication Equipment, Supplies and Accessories 730-74 Radio Communication and Telecommunication Testing, Measuring and Analyzing Equipment and Accessories 15. CONSTRUCTION CONTRACTORS AND SUB-CONTRACTORS 906-07 Architect and other Professional Design Services 909-30 Building Construction Services 910-52 Building Maintenance and Repair Services 910-36 Air Conditioning Services 345-05 Asbestos Abatement 910-47 Lead Based Paint Abatement 910-60 Plumbing Services 918-67 Consulting Services 925-07 Air Conditioning Professional Services 912-16 Boring, Drilling, Testing and Sounding Services 962-18 Cable Construction Services, Installation/Maintenance (Fiber, Optics, Communication, Computer) 962-20 Septic Tank and Cesspool Cleaning and Maintenance Service 962-39 Hauling Services 913-41 Power Line Construction, Installation and Repair 962-96 Well Services (Including Oil, Gas & Water), Drilling, Plugging, Consulting, Maintenance, etc.
  45. 45. 03/20/2014 Page 13 906-38 General Construction & Maintenance (Airport, Roadways, Utilities, Antenna Tower, Dredging Bridges, Demolition, Excavating, Wrecking and Removal, Sewer /Water/ Wastewater, Public Works Constructions, etc.) 909-30 Building Construction Contractor 912-25 Golf Course Construction, Repair and Maintenance 208-85 Surveying (Not Aerial or Research) 968-47 Inspection Services, Construction Type 988-08 Roadside, Grounds, Recreational and Park Area Services 988-03 Athletic Field Maintenance 988-14 Erosion Control Services 988-15 Fence Installation and Repair 988-20 Fire Break Services 988-26 Flood Control Services 988-32 Grading (Except for Road Building) 912-27 Irrigation System Construction 988-46 Landfill Services 988-52 Landscaping Design, Fertilizing, Planting, etc. (Not Grounds Maintenance or Tree Trimming) 988-63 Park Area Construction/Renovation 913-94 Paving and Repair of Parking Lots (Not Including Driveways and Roads) 912-33 Swimming Pool Construction, Repairs, Renovations 912-65 Tennis and Sports court Repair and Renovation 16. CONSTRUCTION CONTRACTOR-TYPE ASSISTANCE (TEMPORARY PERSONNEL AND WORKERS) 962-69 Temporary Personnel, Laborers and Workers (All Types) 17. CONSTRUCTION EQUIPMENT – LIGHT AND HEAVY DUTY 635-95 Painting Equipment and Accessories 755-95 Asphalt and Concrete Handling Equipment and Parts 760-59 Equipment and Parts: Earth Handling, Grading, Moving, Packing, etc. 975-66 Other Road and Highway Equipment and Parts 18. CONSULTING SERVICES 918-04 Accounting, Auditing and Budget Consulting Services 918-06 Administrative Consulting Services 918-07 Advertising Consulting Services 918-09 Agricultural Consulting Services 918-12 Analytical Studies and Surveys, Consulting Services 918-14 Appraisal, Consulting Services 918-19 Buildings, Structures and Components, Consulting Services 918-26 Communications: Public Relations Consulting Services 918-28 Computer Consulting Services – Hardware 918-29 Computer Consulting Services – Software 918-31 Construction Consulting Services 918-38 Education and Training Consulting Services 918-41 Energy Conservation Consulting Services 918-42 Engineering Consulting Services 918-43 Environmental Consulting Services 918-46 Feasibility Studies Consulting Services 918-49 Finance/Economics Consulting Services 918-52 Food Consulting Services 918-54 Furnishing Consulting Services
  46. 46. 03/20/2014 Page 14 918-58 Governmental Consulting Services 918-62 Horticultural Consulting Services 918-65 Human Relations Consulting Services 918-69 Insurance Consulting Services 918-70 Inventory Consulting Services 918-75 Management Consulting Services 918-76 Marketing Consulting Services 918-78 Medical Consulting Services 918-81 Natural Disaster Consulting Services 918-85 Personnel/Employment Consulting Services 918-87 Purchasing Consulting Services 918-89 Real Estate/Land Consulting Services 918-93 Security/Safety Consulting Services 918-95 Telecommunications Consulting Services 918-97 Utility Consulting Services: Gas, Water, Electric 19. CREDIT, LOAN, FINANCIAL, LEASING, INSURANCE, TITLE, APPRAISALS, ABSTRACTS, REAL ESTATE 946-49 Financial Services 953-52 Insurance, All types 962-09 Auctioneering Services 958-61 Insurance and Risk Management Services 20. DATA PROCESSING EQUIPMENT, SOFTWARE AND SUPPLIES 967-28 Computers and Information Processing Systems 250-67 Data Processing Cards and Paper 920-39 Data Processing Services and Software 21. ELECTRICAL 280-62 Electrical Cables and Wires 285-69 Electrical Equipment and Supplies 22. ELECTRONIC EQUIPMENT: ANALYZERS, INDICATORS, ETC. 220-55 Controlling, Indicating, Measuring, Monitoring and Recording Instruments and Supplies 287-59 Electronic Components, Replacement Parts, Accessories and Miscellaneous Electronic Equipment 23. ELEVATORS 295-70 Elevators, Building Type 24. ENVIRONMENTAL SERVICE, EQUIPMENT AND SUPPLIES 962-45 Hazardous Materials Services 962-76 Radioactive Waste Disposal Services 988-56 Litter Removal Services, Including Beach Cleaning (Other than Buildings) 25. FACILITIES SUPPLIES, SUPPORT SERVICES AND EQUIPMENT 140-15 Broom, Brush and Mop Manufacturing Machinery and Supplies 145-44 Brushes 225-32 Cooler, Water Fountains (For Drinking Water) 192-70 Cleaning Compositions, Detergents, Solvents, Strippers
  47. 47. 03/20/2014 Page 15 365-56 Floor Maintenance Machines, Parts and Accessories 485-76 Janitorial Supplies, General Line 910-52 Building Maintenance and Repair Services 910-39 Janitorial Services and Custodial Services 910-81 Window Washing Services 962-21 Cleaning Services, Steam and Pressure 962-85 Glass Tinting and Coating Services (Automobile and Buildings) 912-63 Swimming Pool Maintenance (Including Water Treatment) 26. FOOD-BEVERAGES-TOBACCO PRODUCTS-ETC. 375-30 Foods, Bakery Products (Fresh) 385-17 Foods, Dairy Products (Fresh) 640-45 Foods, Freeze-Dried, Frozen and Prepared Ready-to-Eat 390-02 Foods, Perishable 393-56 Foods, Stable Grocery and Grocer’s Miscellaneous Items 660-30 Pipes, Tobaccos, Smoking Accessories, Alcoholic Beverages 962-19 Cafeteria Services 962-94 Bottled Water Services 27. FUEL, OIL, GREASE AND LUBRICANTS 720-41 Fuel, Oil, Grease and Lubricants 962-65 Oil Removal Services, Used (To include Oil and Petroleum Spill Services) 962-61 Petroleum Exploration Services 28. FURNITURE, CURTAINS, UPHOLSTERY, INTERIOR DESIGN 265-64 Draperies, Curtains, Upholstery 420-04 Furniture: Cafeteria, Chapel, Dormitory, Household, Library, Lounge, School 425-48 Furniture: Office 420-68 Mattress and Frame 962-48 Interior Design/Decorator Service 962-90 Upholstery Services (Other than Vehicles) 29. HARDWARE, TOOLS, PAINTS AND ACCESSORIES 005-05 Abrasives 445-39 Hand Tools (Powered and Non-Powered), Accessories and Supplies 450-26 Hardware and Related Items 460-04 Hose, Accessories and Supplies: Garden 30. INDUSTRIAL EQUIPMENT AND ACCESSORIES 105-18 Bearings (Except Wheel Bearings and Seals) 110-74 Belts and Belting: Conveyor, Elevator, Power Transmission, V-Belts 983-18 Manufacturing Machinery and Supplies: Broom, Brush, Mop 460-04 Hose, Accessories and Supplies: Industrial 420-68 Manufacturing Machinery and Supplies: Mattress and Frame 895-71 Welding Equipment and Supplies 31. KITCHEN, BAKERY AND RESTAURANT EQUIPMENT, ACCESSORIES AND SUPPLIES 090-70 Bakery Equipment, Commercial 160-54 Butcher Shop and Heat Processing Equipment
  48. 48. 03/20/2014 Page 16 165-07 Cafeteria and Kitchen Equipment: Commercial 240-28 Cutlery, Dishes, Flatware, Glassware, Trays, Utensils, etc. 245-83 Dairy Equipment and Supplies 370-38 Food Processing and Canning Equipment and Supplies 32. LABORATORY EQUIPMENT, SUPPLIES AND SERVICE 175-13 Chemical Laboratory Equipment and Supplies 193-85 Clinical Laboratory Reagents and Tests: Blood Grouping, Diagnostic, Drug Monitoring, etc. 415-57 Laboratory Furniture 490-43 Laboratory Equipment and Accessories: Nuclear, Optical, And Physical 938-63 Laboratory Equipment and Accessories: Biochemistry, Chemistry, Environmental, Science, etc. 495-95 Laboratory and Field Equipment and Supplies: Biology, Botany, Geology, Microbiology, Zoology, etc. 962-22 Chemical Laboratory Services 33. LANDSCAPING AND LAWN MAINTENANCE SERVICE, EQUIPMENT, TOOLS AND SUPPLIES 020-08 Agricultural Equipment, Implements and Accessories 967-40 Fertilizers and Soil Conditioners 934-46 Lawn Maintenance Equipment, Accessories and Parts 595-62 Nursery Stock, Equipment and Supplies 790-95 Seed, Sod, Soil, Inoculants 968-88 Tree and Shrub Removal Services 988-36 Grounds Maintenance: Lawn Mowing, Edging, Plant, Trimming, etc. 988-88 Tree Trimming and Pruning Services 988-89 Weed and Vegetation Control Services 34. LEATHER GOODS, LUGGAGE, PURSES, FABRIC, NOTIONS AND ACCESSORIES 520-45 Leather and Related Equipment Products, Accessories and Supplies 530-68 Luggage, Brief cases, Purses and Related Items 590-95 Notions and Related Sewing Accessories and Supplies 35. MARINE EQUIPMENT, SUPPLIES AND SERVICE 975-21 Boats, Motors, Marine and Wildlife Equipment and Supplies 959-52 Diving Services 962-53 Marine Equipment and Marine Life Services (Except Maintenance and Repair) 040-75 Marine Buoys, Lights, etc., including servicing (Not Major Equipment) 36. MASS TRANSIT (BUS, RAIL, PEOPLE’S MOVER) 975-44 Transit Bus 557-56 Transit Bus Accessories and Supplies 558-70 Rail Vehicles and Systems 559-75 Rail Vehicle Parts and Accessories 864-55 Train Control, Electronics 37. MEDICAL AND HOSPITAL EQUIPMENT, SUPPLIES AND SERVICE (INCLUDING PHARMACEUTICALS, DRUGS AND BIOCHEMICALS) 260-33 Dental Equipment and Supplies 269-72 Drugs, Pharmaceuticals and Biological (For Human
  49. 49. 03/20/2014 Page 17 Therapeutic use) 271-78 Drugs, Pharmaceuticals and Sets (For high Volume Administration, Infusion, Irrigation, Tube Feeding) 410-58 Health Care and Hospital Facility Furniture 430-12 Gases, Containers and Equipment for Medical and Lab 435-66 Germicides, Cleaners and Related Sanitation Products for Health Care 465-48 Hospital and Surgical Equipment, Instruments and Supplies 470-68 Hospital Equipment and Supplies: Mobility, Speech Impaired, Restraint Items 475-72 Hospital, Surgical and Related Medical Accessories and Sundry Items 625-96 Optical Equipment, Accessories and Supplies 710-94 Prosthetic Devices, Hearing Aids, Auditory Testing Equipment, Electronic Reading Devices, etc. 948-84 Health Related Services 875-95 Veterinary Equipment, Accessories and Supplies 898-65 X-Ray and other Radiological Equipment and Supplies (Medical) 38. METAL, METAL FABRICATION, FOUNDRY CASTING, MACHINE SHOP 400-55 Equipment and Supplies, Foundry Castings 570-05 Metals: Bars, Plates, Rods, Sheets, Strips, Structural Shapes, Tubing and Fabricated Items 962-38 Galvanizing Services, Hot and Cold Dip, Plating Services 962-45 Industrial Electroplating Services 962-55 Metal Coating Services: Thermal, Spray and H.V.O.F. (High Velocity Oxy-Fuel) 962-82 Silver Recovery Services 39. MICROFICHE AND MICROFILMING SERVICES AND EQUIPMENT 575-51 Microfiche and Microfilm Equipment, Accessories and Supplies 40. MISCELLANEOUS SERVICES 962-31 Electrostatic Painting Services 962-36 Fireworks Display and Carnival Services 962-46 Installation Services (Not otherwise classified) 962-50 Leak Detection Services: Gas, Water, Chemical 962-59 Parking Services: Operation, Admission, Supervision 962-60 Party and Holiday Decorating Services 958-82 Records Management and Disposal 962-71 Religious Services 962-73 Restoration/Reclamation Services of Land and other Properties 968-46 Incinerator Services 578-35 Election Equipment and Supplies 41. MISCELLANEOUS PROFESSIONAL SERVICES 961-02 Administrative Services (All Kinds) 961-04 Artistic Services 961-12 Codification Services of Government Codes 915-22 Communication and Media Related Services 961-15 Concession Services, Vending Services-Mobile and Stationary 958-26 Construction Management Services
  50. 50. 03/20/2014 Page 18 958-25 Conservation and Resource Management Services 961-21 Cost Estimating Services 961-24 Court Reporting Services 961-27 Decontamination Services 961-29 Economic Impact Study Services 961-30 Employment Agency and Search Firm Services (Except for Temporary Personnel) 961-32 Environmental Impact Study Services 958-41 Fleet Management Services 961-39 Floral Designing and Arranging Services 958-50 Fuel Management 961-43 Hydrological Services 961-45 Inspections and Certification Services 961-48 Laboratory and Field Testing Services (Not otherwise classified) 961-50 Legal Services 961-51 Lobby Services 961-53 Marketing Services 961-55 Mining Services (Including Consulting and Geological Services) 961-57 Musical Production Services 961-60 Public Opinion Survey Services 958-83 Real Estate Services 961-66 Sign Painting Services 961-68 Sports Professional Services (Including Sports and Recreational Programs) 962-93 Testing and Monitoring Services (Air, Gas, Water) 958-87 Tank Management Services, Storage (Including Underground) 961-72 Transcription Services, Legal and Medical 958-91 Transit Management and Operations Services 961-75 Translation Services 961-78 Travel Agency, Chartering and Tour Guide Services 958-92 Travel Program Management Services 961-86 Veterinary Services 961-88 Weather Forecasting Services 961-90 Writing Services, All Kinds 961-94 Zoning, Land Use Study Services 999-99 Pre-Qualified Architects and Engineers 42. MONEY MACHINES, FARE COLLECTION EQUIPMENT 936-30 Fare Collection Equipment and Supplies, Money Machines 43. MOTORS, PUMPS, COMPRESSORS 936-08 Air compressors and Accessories 720-59 Pumping Equipment and Accessories 929-61 Motor Rewinding and Repairing, Electric 545-49 Motors and Engines, Industrial, All Types (Not Automotive, Lawn or Marine) 285-68 Motors and Parts (Fractional and Integral), Controllers, Relays, Switches, Starters, Coils, Brushes, etc. 44. MOVING, STORAGE, TRANSPORTATION, DISPOSAL, REMOVAL AND DELIVERY SERVICE, EQUIPMENT AND SUPPLIES 560-95 Material Handling and Storage Equipment and Accessories
  51. 51. 03/20/2014 Page 19 962-24 Courier/Delivery Service 962-25 Removal and Disposal of Dead Animals 962-56 Moving Services 962-57 Moving Services, House, Portable Buildings, Trailers, 295-50 Moving Walks and Parts 962-86 Transportation of Goods (Freight) 962-95 Warehousing and Storage Services (Not Storage Space Rental) 45. OFFICE/SCHOOL/LIBRARY SUPPLIES 015-39 Paper and Supplies for Office Machines 310-24 Envelopes, Plain or Printed 610-07 Carbon Paper 610-77 Office Supplies, General 615-60 Office Supplies, General. 620-20 Erasers, inks, Leads, Pens, Pencils, etc 715-95 Publications and Audio Visual Materials 785-76 School Equipment and Supplies 962-74 Re-inking Services for Ribbons 956-38 Library Services, Subscriptions 46. OFFICE EQUIPMENT, SUPPLIES AND ACCESSORIES 555-95 Marking and Stenciling Devices 600-73 Office Machines, Equipment and Accessories 605-68 Office Mechanical Aids, Small Machines and Apparatuses 47. PARK AND PLAYGROUND EQUIPMENT, SPORTING GOODS, SUPPLIES, ACCESSORIES, ETC. 939-18 Clocks, Timers 931-65 Park, Playground, Recreational Area and Swimming Pool Equipment 805-05 Sporting and Athletic Goods 962-08 Athletic Training Services 48. PERSONAL ITEMS AND BEAUTY CARE AND SUPPLIES 095-05 Barber and Beauty Shop Equipment and Supplies 195-08 Clocks, Timers, Watches and Jeweler’s and Watchmaker’s Tools and Equipment 49. PEST CONTROL SERVICE, EQUIPMENT AND SUPPLIES 675-54 Poisons: Agricultural and Industrial 910-59 Pest Control Service and Termite Inspection 988-72 Pest Control Services (Other than Buildings) 50. PHOTOGRAPHIC EQUIPMENT, SUPPLIES AND SERVICE 655-15 Photographic Equipment and Supplies 51. PRINTING EQUIPMENT, MACHINE SUPPLIES AND ACCESSORIES 700-95 Printing Plant Equipment, Accessories, Machine Supplies and Maintenance 52. PRINTING SERVICES 125-73 Bookbinding Supplies 255-26 Decals and Stamps 605-30 Embossing
  52. 52. 03/20/2014 Page 20 665-30 Engraving 310-06 Envelopes 395-50 Continuous Forms: Snap-outs, Computer Forms 860-95 Tickets, coupon Books, Sales Books, Strip Books, etc. 908-20 Bookbinding, Re-binding and Repairing 962-14 Blueprinting Services 966-57 Printing Preparations, Etching, Photoengraving, Preparation of Mats, Negatives and Plates 966-58 Printing, Publishing, Silk Screening, Typesetting 600-41 Reproduction (Copy Machines) 966-18 Copying Services 53. RECYCLED AND RECYCLABLE MATERIALS, PRODUCTS AND SERVICES 981-24 Containers, Recycling 310-60 Envelopes, Recycled Paper 395-51 Continuous Forms, Recycled, All Types 405-87 Recycled Petroleum Products 410-68 Recycled Health care and Hospital Furniture 415-57 Recycled Laboratory Furniture (All Types) 420-81 Recycled Furniture for Cafeteria, Chapel, Dormitory, Household, Library, Lounge, School (All Types) 425-64 Recycled Office Furniture (All Types) 440-62 Recycled Glass Products 450-64 Recycled Hardware and Rubber Products 465-81 Recycled Hospital and Surgical Equipment 470-58 Recycled Mobility, Speech Impaired and Restraint Items 475-72 Recycled Hospital Accessories and Sundry Equipment and Supplies 520-61 Recycled Leather Products 540-77 Recycled Lumber 578-64 Recycling Equipment, Machines and Supplies 610-33 Recycled Carbon Paper 610-34 Recycled Ribbons 615-73 Recycled Office Supplies 620-94 Recycled Pens and Pencils 640-66 Recycled Paper, Plastics and Styrofoam Products (Disposable Type) 395-51 Recycled Paper Stock 395-51 Recycled Paper Stock 590-83 Recycled Recreational and Park Equipment 655-79 Recycled Photographic Equipment and Supplies 745-68 Recycled Asphalt 755-37 Asphalt Recycling Equipment 906-74 Recycling System Services 750-72 Recycling Services (Including Collection) 54. RENTAL OR LEASE – ALL TYPES: EQUIPMENT, SPACE, LAND, LOT, ETC. 971-30 Rental or Lease – Real Property, Hotel/Motel Accommodations, Exhibit Booth, etc. 975-16 Rental or Lease – Equipment, Tools, Appliances, Furniture, Vehicles, Instruments, Machinery, etc. 55. REPAIRS, MAINTENANCE AND RECONDITIONING 975-16 Automobiles Trucks, Trailers, Buses, etc.

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