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The following information will acquaint interested vendors with the purchasing procedures for the Toho Water Authority. The purpose of the Purchasing and Warehouse Division is to establish guidelines for the procurement of goods or services for the ongoing operations of the Authority, to assist the user departments in identifying, selecting, and acquiring needed goods and services in a consistent, efficient, and economical manner and to establish procedures for warehouse requisitioning in accordance with applicable laws.
Policy Statement
The Purchasing and Warehouse Division is responsible for timely procurement of all supplies, goods, or services necessary for the operation of the Authority. The Authority supports the philosophy of centralized procurement for all purchases except:
- Materials or services purchased by departments using the Purchase Card or check requests.
- Professional Services
- Special Purchases (construction contracts, insurance, etc.)
Informal Quotations
Any procurement not expected to exceed $15,000 in expenditure of public funds, from any source, may be in accordance with the following purchasing limits:
$1.00 - $750
Selected Authority personnel may be issued a p-card. All p-card transactions shall conform to the Authority’s Purchasing Card Policies and Procedures Manual.
$751 - $4,000
Three (3) competitive telephone quotes are required
$4,001 - $15,000
Three (3) written quotes are required
$15,000 and over
Sealed bid or proposal
Once quotes are received, they are evaluated by the requesting department. The Authority will determine the best quote for the purchase. A Purchase Order (P.O.) is prepared and issued to the vendor or a p-card will be used.
Formal Competitive Sealed Solicitations
Whenever the Authority seeks to procure a good or service estimated to cost more than $15,000 an Invitation for Bid (IFB) or a Request for Proposal (RFP) shall be issued.
Sealed bids/proposals will be advertised in the newspaper and on www.demandstar.com for purchase and shall be submitted to the Board of Supervisors for review and award.
Sealed bids/proposals will not be accepted by telephone, fax, e-mail, or internet.
Late bids/proposals will not be accepted by the Authority and will be returned to the vendor unopened.
Sealed Bid (IFB)
A date and time are given with sealed bids. In submitting a sealed bid, bidder must enclose the bid in a sealed envelope and identify plainly, Sealed bid for “(Name of Item).”
Sealed bids must be received and time stamped by the Purchasing and Warehouse Divisions no later than the time and date indicated on the bid form. At the time indicated, the bids will be opened and read aloud.
Sealed Proposal (RFP)
Sealed proposals provide award criteria within the specifications. A review panel will evaluate all proposals.
Proposals must be sealed and received and time stamped by the Purchasing and Warehouse Division no later than the time and date indicated on the proposal form. In submitting a proposal, vendor must enclose the proposal in a sealed envelope and identify plainly, Proposal for “(Name of Item)”.
Vendor List/Bidder’s List
The Authority maintains a vendor list through Demand Star, which is classified according to supplies or services provided.
The Authority will post all bids, proposals and quotations on the Internet. They may be accessed online at www.demandstar.com.
Demand Star is an online procurement system that allows vendors to automatically receive local, regional, statewide, or federal government bid opportunities for a certain fee.
You may obtain more information about Demand Star by calling (800) 711-1712. Remember to check Demand Star frequently for any addendums or new requests that are posted.
Engineering Projects
Bid documents for construction projects are released through the Authority’s Engineering Department or from the Authority’s Consultants and are required to be purchased prior to submitting bids.
Information on purchasing bid documents included in the bid. Sealed bids/proposals and RFQ’s are advertised in Legal section of the Orlando Sentinel and on Demand Star.
Awarding Contracts and Purchase Orders
The Purchasing and Warehouse Division will evaluate all properly completed and signed bids/proposals which are received and time stamped in the Purchasing and Warehouse Division on or before the date and time due.
Criteria for Award
The contract or P.O. will normally be awarded to the responsible vendor offering goods or services which:
- Are available to the city at the lowest total cost. Factors used to determine total cost will be stated in the quote/bid and may include unit price, discounts, delivery, installation, maintenance, cost of operation or use and others.
- Meet the specifications or approved equivalents. (If a complete specification is not included with the quotation or bid, one or more commonly known brand names may be given, followed by the words “or approved equivalent” or “or equal”.) An “or approved equivalent” or “or equal” is essentially the same in quality, design, size, material and performance as the brand name item given in the request for quotation bid and acceptance or rejection of an item as an approved equivalent or equal is at the discretion of the Purchasing and Warehouse Division.
The Authority reserves the right to reject any or all bids/quotes and to waive any irregularities therein, also to award the bid to other than the lower bidder.
In case of a discrepancy between a unit price and total price, then unit price will prevail.
Non-Consideration for Award
Assistance in the development of specification or other advisory services provided by vendors is not considered in evaluating the quotation/bid/proposal. Although such assistance is valuable and appreciated by the Purchasing and Warehouse Division, no preferential treatment can be given in return for these services.
Award Information
Notification of award and authorization to ship is made by a P.O. and/or contract.
Preferences
The Authority shall give preference in the award process from a business that certifies that it has implemented a drug-free workplace program.
A Drug Free Workplace Statement must be completed, signed, and returned prior to award of bid. This form will be used whenever two (2) or more bids are identical with respect to price, quality, delivery, and service are received.
Samples
Samples of items, when required must be furnished by the vendor free of charge to the Authority. Each individual sample must be labeled with bidder’s name, manufacturer’s brand name and be delivered within ten (10) calendar days of the bid opening unless the solicitation indicates a different time or unless submission is required before the bid opening. The Authority will not be held liable for any sample provided.
Taxes
The Authority is state and sales tax exempt. A tax exempt certificate will be provided by the Purchasing and Warehouse Division upon request. The tax exempt number is printed at the bottom of our P.O. and on Authority p-cards.
Payment
The Authority will pay all proper invoices submitted for supplies and/or services within thirty (30) calendar days. To be considered a proper invoice, the following shall apply:
- Submitted in two (2) copies to the Toho Water Authority Accounting Department at 101 N. Church St. Kissimmee, FL 34741.
- W-9 form on file for tax purposes
- Show the P.O. number
- Be based on proper delivery installation or provision of goods or services to and accepted by the Authority.
The payment cycle will not start until the above requirements are met. For assistance you may call the Accounting Department at 407-518-2557.
Protest Procedures
Any protest must be made within three (3) days following posting of the bid/proposal award. Protest procedures are available from the Purchasing and Warehouse Division.
Notice of decision or intended decision concerning a bid solicitation or award will be given by posting the bid tabulation or recommended award at the location where the bids were opened.
Failure to file a protest within the time prescribed in S.120 S3(s), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. |
