A Vendors Guide to Doing Business with the City Of Hollywood
How Do I Do Business with the City?
The City of Hollywood Procurement Services Division has partnered with "BidSync", an electronic bidding notification and procurement system. BidSync enables suppliers and vendors to identify, respond to, and potentially win bid opportunities with the City of Hollywood, Florida.
The City issues competitive solicitations for goods and services issued through the Procurement Services Division using the BidSync Electronic Bidding System. Vendors are able to view, and when applicable, submit bids and proposal responses electronically using the system.
There is NO CHARGE TO VENDORS to use the BidSync Electronic Bidding System but vendors will need to register. To register, go to BidSync and choose the "Register Free" option.
If you need additional assistance regarding the BidSync registration and training process as a City of Hollywood vendor, please contact the BidSync support team at 1-800-990-9339. Should you have any questions or require additional information on a competitive solicitation, please contact Procurement Services Division at 954.921.3299.
DISCLAIMER: The use of the BidSync System for City of Hollywood solicitation does not require your firm to participate in any of the BidSync Subscription services or options. The City of Hollywood does not endorse BidSync Subscription services besides the FREE service provided for City Of Hollywood business. If you receive undesired marketing emails or notifications from BidSync, you can unsubscribe by scrolling to the bottom of the email message and clicking on the "Unsubcribe" link.
NOTE: Public Works and Public Utilities construction and improvement contracts are not handled by Procurement Services. They are under the supervision of the Director of Design & Construction Management and Director of Public Utilities, respectively.
Public Notice of all formal bids or formal proposals issued by the City are posted on the City of Hollywood website. Vendors who register with BidSync will receive an email notification of all formal bids or formal proposal as they become available via BidSync.
Notices of all formal bids and formal proposal are posted on the bulletin board in the office of the Procurement Services Division. All formal bids and formal proposals are also available free of charge on the City's website. When requesting a printed copy of a formal bid document directly from the Procurement Services Division an administrative fee may apply.
City of Hollywood formal solicitations are also available for download on the BidSync's website at www.bidsync.com
Procurement Services Methods for Securing Quotations and Bids
Purchases up to $5,000
Written quotation is required for purchases up to $5,000, however additional quotations are encouraged to ensure competitive pricing.
Purchases over $5,000 up to $25,000
Three (3) written or verbal quotations with uniform specifications are required for purchases over $5,000 to $25,000 which are not already covered by an existing contract. The successful quotation must be confirmed in writing in order to ensure that the vendor abides by the requirements of the purchase.
Purchases over $25,000 up to $49,999.99
Three (3) written quotations with uniform specifications are required for purchases over $25,000 to $49,999.99 which are not already covered by a Blanket Purchase Order or other Contracts.
Such quotations may be issued by direct mail, e-mail, or via electronic internet bulletin board. Formal advertising is not required out may be applied in this instance, however, a date, time and return information or location is identified for quotations should specified as a part of the quotation.
Note – Procurement Services may deem it appropriate to issue a formal solicitation for purchases which are over $25,000 to $49,999.99 threshold.
Purchases $50,000 and greater
For purchases $50,000 and greater a competitive sealed bidding or competitive sealed proposal method is required. The process is as follows: The City identifies the need for goods, materials or services and the user Department works coordination with Procurement Services to prepare the formal bid or formal proposal using the standard terms and conditions and the appropriate technical specifications. Procurement Services with the assistance of the user Department prepares a list of vendors/suppliers utilizing City’s vendor database, publications, catalogs and other sources available. Additionally the formal bid or formal proposal is posted on the City of Hollywood website and electronic notification is sent out through BidSync. The formal bids or formal proposals are received and recorded. Copies of the formal bid or formal proposal information are sent to the user Department for their review and award recommendation. An evaluation committee is appointed to review all formal proposals for ranking and award recommendation. The recommendation to award shall be publicly posted for a minimum of five (5) business days prior to award. The award of all bids or proposals over $25,000 must be approved by the City Manager and awards of all and formal bids or formal proposals over $50,000 must be approved by the City Commission. A Purchase Order, Blanket Purchase Order and/or contract/agreement is issued to the successful bidder or proposer.
Requests for Proposals (RFP)
Requests For Proposals are often used for purchases of professional services or equipment of a highly technical nature. In addition to price, award is made on the basis of evaluating several criteria, such as experience, qualifications, past performance and other factors. RFP’s are designed to select the best proposal based on the criteria stipulated in the RFP.
Rather than detailed specifications which are contained in Formal Sealed Bids, the RFP includes a series of objectives and scope of work to be accomplished.
How Are Awards Made?
Lowest Responsive and Responsible Bidder
After quotations or formal bids are tabulated, they are analyzed by Procurement Services Division and the Department requesting the goods, materials or services to determine the lowest responsive responsible bid. Depending on the quote, bid or proposal award times varies greatly, analysis and award could take up to forty-five (45) days on formal bids and formal proposals which require multiple review and approvals.
The City of Hollywood does not release copies of any sealed formal solicitation, to the extent permitted by law, until a notice of intent has been issued or 30 days after the opening the replies (solicitation responses,) whichever is earlier.
Rejection of Bids
Whenever it is in the City’s best interest, the City of Hollywood reserves the right to reject any and/or all bids. (Rejection of bids is not done arbitrary and is documented.)
City Commission approval is required for awards which exceeding $50,000 for goods, materials or services.
The City of Hollywood is dedicated to supporting local businesses and created the Local Bidders Preference and a Set-Aside Program to provide opportunities for Hollywood-based businesses to grow and succeed with the City’s support. Both the local preference and the set-a-side program are simple and easy. The local bidder preference applies on formal solicitations (greater than $50,000) and the set-aside applies to key maintenance related work.
After Award-What Then?
Notice of Award
When the City determines the lowest responsive responsible bidder; a purchase order may be issued depending on the costs of the goods, materials or services. The City may send a letter notifying the vendor of the City’s intent to award a contract. This letter will also advise the vendor of any additional measure, approvals or requirements necessary to complete in order to execute the contract.
An official City Purchase Order or contract is a vendor’s authorization to commence delivery. Acceptance of delivery is conditioned upon inspection and approval by the receiving department to verify that the vendor has fully complied with the terms of the contract.
Vendors who fail to provide goods and/or services in accordance with the terms and conditions of their contract will be held in default. The City will hold such vendors liable for all extra costs incurred in the procurement of the goods, materials or services from another vendor. Such default is also subject to suspension from doing business with the City for a period of time up to two (2) years. A second default may result in permanent debarment of a vendor.
Change Orders and Modifications
Occasionally, after a contract has been awarded, changes occur in either price or performance. If the contract provides for modifications, it is done by a written change order or contract amendment, which is sent to the vendor. Please note that the contract will specifically state the circumstances under which changes are allowed. Vendors must follow the guidelines in the contract to submit or respond to change requests.
Payments are approved by the department which orders the goods and/ or services. Invoices should be sent directly to the address specified on the purchase order. Questions regarding payments can best be answered by the Finance Department, (954) 921-3235. To ensure prompt payment of a purchase order, invoices containing the proper information must be submitted to the address indicated on the purchase order.
Invoices must contain proper quantities, units and total prices as stated on the purchase order. No payments will be issued prior to receipt and acceptance of commodities and services by authorized City representatives.
The City’s computerized purchase system encumbers funds simultaneously as the order is input. The purchase order is mailed the same day and is ready to process for payment immediately upon receipt and acceptance of goods and services. The City processes most invoices for payment within thirty (30) days, and expedites payments where additional discounts for prompt payment are offered.
Gifts and Gratuities
City policy prohibits acceptance of gifts. Employees must not become obligated to any supplier and shall not participate in any City transaction from which they will benefit directly or indirectly.