DEPARTMENT OF OMB
DIVISION OF PURCHASING
501 PALM AVENUE
HIALEAH, FLORIDA
33010

TO YOU WHO HAVE FOR MANY YEARS PARTICIPATED IN SUPPLYING THE CITY’S NEEDS, WE SAY THANK YOU.***

TO YOU WHO HAVE NOT PARTICIPATED IN THE PAST, WE WELCOME THE OPPORTUNITY TO ANSWER YOUR QUESTIONS AND TO SHOW YOU HOW TO "DO BUSINESS" WITH THE CITY OF HIALEAH.

PURCHASING POLICY:

The Purchasing Office maintains an "open door" policy to all companies and citizens in the discussion of products and services.

At times, the city may request assistance from vendors in the determination of specifications and/or in product demonstrations. It is understood that this in no way commits the City to purchase from a vendor serving in this way. At all times, the Purchasing Office operates with integrity and fairness to its suppliers. Through this code we hope to maintain an atmosphere in which the City, vendors, and citizens can work together for the provision of the City "Products and Services" needs.

COMPETITIVE BIDDING:

In order to meet legal requirements, the City has established policies, and procedures governing purchasing and contracts. These policies and regulations are based on the concepts of competitive bidding and include public advertising, to encourage delivery to the City, the best products and services at the lowest possible cost.

VENDOR LISTS:

The Purchasing Office maintains lists of qualified vendors. A prospective vendor interested in doing business with the City may phone, write, or come in person to the Purchasing Office and obtain a vendor application and commodity listing.

The completed application should be returned to the Purchasing Office for evaluation and approval. After the application has been evaluated and approved, the vendor’s name is added to the vendor’s lists for the commodities, equipment or services for which the vendor desires to bid. When those commodities, equipment, or services are scheduled for bid invitations, every vendor listed will receive a bid invitation.

TYPES OF PURCHASES:

Most contracts are awarded for a one-year period.

BIDDING PROCESS:

All commodities, equipment, and services are obtained through Purchase Orders issued by the Purchasing Office after the bidding process has been completed. Bidding requirements are based on the total cost of the purchase, as follows:

1. PURCHASES UP TO $ 2000.00

Are obtained from approved vendors, and the Purchase Order is issued to the lowest responsible bidder known to our City.

2. PURCHASE FOR MORE THAN $ 20000.00, UP TO $15,000.00

Informal or written quote requests will be solicited, detailing the items to be purchased and other pertinent information to all approved vendors. The City contracts at least three (3) vendors in both cases.

FORMAL BIDS - OVER $15,000.00:

The Bidder Acknowledgement Form and the Bid Sheet must be filled out, signed, and sealed in the Bid Reply envelope and delivered to the City Clerk, City of Hialeah, 501 Palm Avenue, Hialeah, FL 33010.

If the nature of the bid requires a pre-bid conference, the place, date and time will be included in the Instructions to Bidders.

All the scheduled date and time, the bids are opened and read in public by the City Clerk. The bids are evaluated by the requesting department and the Purchasing Office. Recommendation is then made to the lowest responsible bidder(s) meeting the specifications. The City reserves the right to award any or all bids on an item-by-item basis, or in total, and to reject any or all bids or parts of bids when such a decision is in the best interest of the City.

SECURITY REQUIREMENTS

PERFORMANCE BOND

A cashier’s, certified check, or Performance Bond, payable to the City of Hialeah, in the amount specified in the bid invitation in some cases, is required from the successful bidder only. Performance bonds are retained by the City until all commodities, equipment and/or services specified in the contract or Purchase Order have been completed to the satisfaction of the City. The Performance Bond will be forfeited to the City should be successful bidder fail to comply with the terms and conditions as set forth in the specifications and award.

INSURANCE

Whenever a purchase order or contract requires the vendor to perform an installation, repair, or service on city property, it will be necessary for the vendor to furnish a certificate evidencing insurance coverage’s as may be required, naming the City as an additional insured.

VENDOR VISITATION

A clearance slip is required prior to a vendor visiting any City department or division for the purpose of demonstrating any commodities, equipment, or services. The clearance slip must be obtained from the Purchasing Office.