A Vendors Guide to Doing Business with the City Of Hollywood
How Do I Do Business with the City?
The City of Hollywood Procurement Office has partnered with "OpenGov", an electronic bidding notification and procurement system. OpenGov enables suppliers and suppliers 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 Office using the OpenGov e-Procurement Portal . Vendors are able to view, and when applicable, submit bids and proposal responses electronically using the system.
There us no cost to vendors to register in OpenGov e-Procurement Portal .
Should you have any questions or require additional information on a competitive solicitation, please contact Procurement Office at 954.921.3299.
DISCLAIMER: The use of the OpenGov System for City of Hollywood solicitation does not require your firm to participate in any of the OpenGov Subscription services or options. The City of Hollywood does not endorse OpenGov Subscription services besides the FREE service provided for City Of Hollywood business. If you receive undesired marketing emails or notifications from OpenGov, you can unsubscribe by scrolling to the bottom of the email message and clicking on the "Unsubcribe" link.
Public Notice of all formal bids or formal proposals issued by the City are posted on the City of Hollywood website. Vendor who are registered with OpenGov will receive an email notification of all formal bids or formal proposal as they become available via OpenGov .
Notices of all formal bids and formal proposal are posted on the bulletin board in the office of the Procurement Office. 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 Office an administrative fee may apply.
City of Hollywood formal solicitations are also available for download on the OpenGov website at e-Procurement Portal
How Are Awards Made?
Lowest Responsive and Responsible Bidder
After quotations or formal bids are tabulated, they are analyzed by Procurement Office 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 of 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 $100,000 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.
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 supplier of the City’s intent to award a contract. This letter will also advise the supplier 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 supplier has fully complied with the terms of the contract.
Suppliers 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 supplier. 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 supplier. 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 emailed 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.