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Vendor Handbook
Registering as a Vendor and Doing Business with the City

Any vendor that wishes to do business with the City and be listed on City's of Hollywood’s Registered Vendor Database to receive opportunities to provide quotes and formal bids must register with the Procurement Services Division. To register as a vendor, download and complete the Vendor Registration Form.
Fax or mail it to:

City of Hollywood
Procurement Services Division
P.O. Box 229045
Hollywood, Florida, 33022-9045

Fax: 954.921.3086

New vendors may contact Procurement Services at 954.921.3299 within 30 days after submitting the Vendor Registration Form to confirm that their company has been listed on the Registered Vendor Database. 

NOTE: Public Works and 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 Services, respectively.


Learning About Bids

Public notice of all formal bids or proposals issued by the City are posted on the View Bids web page, on the DemandStar network, or on the bulletin board in the Procurement Services Division offices at:

Hollywood City Hall
Procurement Services Division
2600 Hollywood Blvd., Room 303
Hollywood, FL 33020

Vendors can register to receive bid notifications through NotifyMe. Vendors who have registered for automatic bid notifications will receive e-mail notification of all formal bids or proposal as they become available and will be able to submit responses for consideration.

An administrative fee may apply when requesting a printed copy of a formal bid document directly from the Procurement Services Division. Please be sure to ask for bid by title and number. This information appears in all advertisements, solicitations and notices. The bid form contains the specifications and/or scope of work for the commodity or service being purchased, and the terms and conditions governing the bid. It will generally become the actual contract if you are awarded the bid.
   

Methods For Securing Quotes or Formal Bids
      
Purchases up to $2,500:

One (1) verbal or written quotation is required for purchases up to $2,500, however additional quotations are encouraged to ensure competitive pricing. Verbal quotations should be documented by the requesting Department/Office.


Purchases over $2,500 to $5,000:

Three (3) written or verbal quotations with uniform specifications are required for purchases over $2,500 to $5,000 which are not already covered by a Blanket Purchase Order. Verbal quotations should be documented by the requesting department/office. The Successful quotation must be confirmed in writing in order to ensure that the vendor abides by the requirements of the purchase.


Purchases over $5,000 to $15,000:

Three (3) written quotations with uniform specifications are required for purchases over $5,000 to $15,000 which are not already covered by a Blanket Purchase Order.


Purchases over $15,000 to $25,000:

Three (3) written quotations with uniform specifications are required for purchases over $15,000 to $25,000 which are not already covered by a Blanket Purchase Order.

Such quotations may be issued by direct mail, e-mail, or via electronic internet bulletin board. Formal advertising is not required in this instance, however, a date, time and return individual 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 $15,000 to $25,000 threshold.

For purchases over $25,000 a competitive sealed bidding or competitive sealed proposals method are 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 the DemandStar network and electronic notification of the formal bid or formal proposal are sent electronically to those vendors/suppliers who have completed Electronic Bid Notification.  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 formal bids or formal proposals over $25,000 must be approved by the City Manager and awards of all contracts for professional services over $25,000 and formal bids or formal proposals over $50,000 must be approved by the City Commission.  A purchase order and/or contract is issued to the successful bidder or proposer.   


Requests for Proposal (RFPs)

Requests For Proposal are often used for purchases of professional services or equipment of a highly technical nature. In addition to price, an award is made on the basis of evaluating several criteria, such as experience, qualifications, past performance and other factors. RFPs are designed to select the best proposal based on the criteria stipulated in the RFP. Rather than detailed specifications that are contained in Formal Sealed Bids, the RFP generally includes a series of objectives and scope of work to be accomplished.

How a Bid is Awarded

LOWEST RESPONSIVE AND RESPONSIBLE BID: After quotations or formal bids are tabulated, they are analyzed by the Procurement Services Division and the Department requesting the goods, materials or services to determine the lowest responsive and responsible bid. Depending on the quote, bid or proposal, analysis and award could take up to 45 days on formal bids and proposals, which require multiple review and approvals.

BID TABULATIONS: 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 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. Bids are not rejected frivolously.

CITY COMMISSION APPROVAL: City Commission approval is required for awards exceeding $25,000 for professional services or $50,000 for goods, materials or services.

LOCAL PREFERENCE: 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 (grater than 25,000) and the set-aside applies to key maintenance related work.
 
After a Formal Bid Proposal Has Been Awarded

NOTICE OF AWARD: When the City determines the bid award, 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.

DELIVERY: 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.

VENDOR DEFAULT: 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 a vendor being barred permanently from consideration for future bids or proposals.
 
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.

VENDOR PAYMENT: Payments are approved by the department that orders the goods and/or services. Invoices should be sent directly to the address specified on the purchase order. Questions regarding payments should be directed to the Finance & Information Technology Department at 954.921.3228. 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 and will be ready to process for payment immediately upon receipt and acceptance of goods and services. The City processes most invoices for payment within 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.



Joel Procurement Director
Joel Wasserman

Director

2600 Hollywood Boulevard
Hollywood, FL 33020-4807

Mailing Address:
City of Hollywood
P.O. Box 229045
Hollywood, FL 33022-9045

Ph: 954.921.3299
Fx: 954.921.3086
E-mail