e-Bid System

The Procurement Division issues informal and formal competitive solicitations (IFB, RFP, RFQ, ITN, LOI, RTQ, etc.)

The City has a decentralized purchasing function. Vendors must have a purchase order, except as for the solicitations described below. The Procurement Division uses five basic types of procurement methods for the purchase of goods and services.  Professional engineering services are procured using the Florida Statute 287.  During the formal bidding process, the cone of silence limits discussions to only the Procurement Staff.  All requests for product evaluations (excluding sample supplies) should be made through the Procurement Division.

1. ITB = Invitation for Bids: Solicitations to purchase materials, supplies, equipment, and construction. Responses and replies are submitted directly into the e-Bid system electronically. Awards are usually made to the lowest most responsive and responsible bidder that meets the requirements.
2. RFP = Requests for Proposals (RFP): Request for Proposals may be used to receive proposals, which seek creativity or different ways of accomplishing a task or solving a problem. RFPs are designed to select the best proposal based on the criteria stipulated in the RFP.
3. RFQ = Request for Qualifications method is used often for purchases of professional services. Prospective vendors are required to submit statements of qualifications in accordance with objectives stated in the Request for Qualifications.
4. LOI = Letters of Information method is used to identify vendors with proven experience and qualifications to provide a particular service. The LOI is a preliminary understanding of parties that intend to enter into a contract.
5. RTQ = Request to Qualify is designed to obtain pools of contractors, suppliers, or bidders to provide quotes for goods or services on an as needed basis.