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The City of Melbourne has contracted with the
DemandStar by Onvia network to host the City's bid list and provide
services to vendors.DemandStar
is a private company that provides a bid notification service on the
Internet for a fee.
Interested vendors can access the free listing
of
bid information, which became effective at the end of August 2001.
As that service is phased in, a current bid listing
is still maintained at the City's web site. However, new bids are
being added to the list at DemandStar only.
After accessing the free bid listing provided for
the City of Melbourne at DemandStar's web site, when you click on any of the
links to detailed information about a particular bid you will be forwarded
to a "login" screen.
The login screen will ask you to enter a username
and password. You can obtain a username and password at no cost by using the
link at the lower right of this screen.
The login screen also allows users to access
information about fee-based services from DemandStar. The DemandStar
electronic purchasing service can notify potential bidders, 24 hours-a-day,
7 days-per-week, via e-mail or fax, when a City of Melbourne bid opportunity
opens in their area of interest. The service enables instant access to
bid information via the web or fax-on-demand.
To use the automatic notification services for a
fee, a vendor will need to register on-line at
http://www.demandstar.com/
or request a faxed registration form by calling (800) 711-1712. Information
about fees is available from the company.
Membership in the
DemandStar system is not required for doing business with the City of
Melbourne. Bid information is available, upon request, by visiting,
calling, or writing to the Purchasing Division.
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The public, bidders, or other interested parties are welcome to attend
formal bid openings. Bid openings are
generally held on Tuesdays and Thursdays at 3 p.m. in the Purchasing lobby,
Melbourne City Hall Building, 900 E. Strawbridge Avenue.
At formal bid openings,
prices are read aloud to those in attendance and recorded on a bid
tabulation sheet.
At formal proposal
openings, the proposals are opened for verification of contents
and recorded. No other proposal information is available to the public until
a written contract has been awarded and executed.
An award decision is not made at the time of a bid
or proposal opening.
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An Informal telephone quotation
is allowed for purchases up to $1,000. Awards are made by City
Staff.
Informal written
quotations are allowed for purchases over $1,000 up to
$7,500. Awards are made by City Staff.
A Formal Invitation to
Bid (ITB) or Request for Proposal
(RFP) is required for purchases over $7,500 up to $15,000. Competitive
sealed bids or proposals are required. Awards are made by the City
Manager.
Competitive sealed bids
or proposals are required for purchases over $15,000.
Awards are made by the City Council.
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The City uses other methods of Purchasing when competitive bidding is not
possible or may not be in the best interest of the City:
Single Source
Purchase - Single or sole source procurement is a contract for
the purchase of goods or services entered into after soliciting and/or
negotiating with only one source, usually because of the technology or
uniqueness required.
Emergency Purchase
- A purchase for goods or services when there exists an immediate threat to
the life, health, welfare, or safety of City employees or its citizens.
Entity Term Contract
- The purchase of goods or services obtained through “piggybacking” the
contract from another entity.
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The City of Melbourne employs two procurement methods:
Express Purchase Order
(EPO) - This pre-numbered form, available in denominations of
$50 and $250, is used by City departments/divisions for minor purchases.
Regular/Blanket
Purchase Order - This computer-generated form, initiated by the
receipt of a requisition by the Purchasing Division from another City
department/division, is used for the purchase of goods and services over
$50.
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Auctions of surplus City equipment and vehicles are held periodically,
normally in the months of April/May and November. More detailed
information will be available prior to scheduled auctions.
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City policy prohibits acceptance of gifts at any time, other than
advertising novelties. Employees must not become obligated to any
supplier and shall not participate in any City transaction from which
they will benefit directly or indirectly. |
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