Calendar of Events
Procurement

Procurement

Welcome to procurement, a function of the Finance Department that operates under the direction of the Finance Director. The procurement function is comprised of one Administrator, one Inventory Control Specialist and two couriers.


Contact Us
Charles Spencer
Procurement Administrator
Finance Department
Email: Espencer@Plantation.org
Phone: 954-797-2647
Address: 400 NW 73rd Avenue, Plantation, Florida 33317

Hours of Operation
Monday – Friday, 8:00 AM to 4:30 PM (excluding holidays)
Phone: 954-797-2647
Fax: 954-797-2649


Program Description
The procurement function assists departments in securing goods, services, and construction for the City, utilizing ethically competitive procurement methods. It works with departments to process purchasing requisitions, determine appropriate purchasing methods, obtain quotes, develop standard specifications and solicit bids, letters and requests for proposals. Procurement interacts with vendors to resolve problems and expedite orders; facilitates pre-bid meetings, bid openings, and evaluation committee meetings; and makes recommendations for bid awards. Procurement also assists with the administration and negotiation of contracts for a wide range of services.

Introduction: Doing Business with the City of Plantation
This guide is an informational resource to assist vendors that wish to do business with the City of Plantation. It does not replace or supersede the terms or conditions set forth in any Bid Publication or Solicitation. Vendors are advised to follow the instructions regarding the Bid Process.

Non-binding Nature of this Information
This information acts solely as a general summary to those vendors wishing to do business with the City of Plantation. It is not binding in either a legal or regulatory sense. This information does not have the effect of any law, rule or regulation; this publication should not be relied upon by any bidder in determining their own actions.

Mission
To provide excellent service to City Departments towards the completion of their departmental missions, and the facilitation of city-wide cost control by securing quality goods and services in a timely fashion, utilizing ethical and economical methods; and to meet the requirements of our customers using technological advancements and improved and innovative procedures and programs, in a manner consistent with State of Florida statutes and the City’s Ordinances.

Becoming a Vendor
Procurement maintains a Vendor List for products and services procured by the City of Plantation. If you wish to participate, please complete the Vendor Application and a W-9 form. The information entered is stored directly to our Registered Vendor database.  In order to maintain registered vendor status, the Vendor Application must be completed every calendar year.

Vendor Information Alterations
It is the responsibility of the vendor to notify procurement with any changes that will alter the mailing or faxing of bids to that vendor. Information such as phone and fax number changes, address changes, etc. must be faxed, mailed, or e-mailed to this division. Any outdated information will be cause for the vendor to be dropped from the Vendor List. A new Vendor Application must then be filled out and sent to procurement, listing the current information, with routing options as above.

On The Vendor List? What Happens Now?
After your name has been placed on the Vendors List, you may receive solicitations for Bids, RFQ’s and RFP’s for Formal Bids ($97,023.00 and over). The commodity code you select is what will determine the bid you receive information for. Also, note that the City of Plantation is a member of DemandStar.com; this means that the City’s bids are advertised on-line and vendor notification is given to the Vendor prior to Newspaper Publication. You must be a member of DemandStar.com to receive this prior notification; however, it is not mandatory to do so, and the Purchasing Division will make every effort to assure you receive notification. Bids would also be available to pick up at the City Hall address.

Auction of Surplus Property
Procurement surplus auctions are online (www.govdeals.com); dates and time frame deadlines will be posted on the site.

Please note that once the deadline for each item is met, the winning bid will be posted on the site. Items are sold “as-is” and all sales are final.

In the event a vehicle sold, title will be awarded to the recipient at the City Clerk’s Office, 400 NW 73 Avenue, Plantation, Florida, 33317. Business hours for this service are 8:30 AM to 4:00 PM, Monday through Friday, excluding holidays.

A Buyer’s Certificate from “Gov Deals” is required as “proof” that you are the awarded bidder. If a third party is retrieving the item sold, a letter from the awarded bidder must accompany the person taking the merchandise, and presented to the City Clerk (if applicable).

The recipient of the awarded item will have no longer than five (5) business days to retrieve it from City property. That person is responsible for all expenses to remove this merchandise from the City’s site. It is presumed and expected that this action be done immediately after payment and title are received.

The City will not be held liable for any damages incurred for any item sold to the awarded bidder, or any of his/her accompanying parties in removing this item from City property. All questions may be addressed to the City of Plantation Procurement Administrator at 954-797-2647.

Click here to view the surplus City equipment available. For more information on auctions held by the City of Plantation please click here to view our community calendar of events.

Helpful Hints

  • Complete the Vendor Application process to become a vendor with the City.
  • Ensure that all bid documents and quotations are signed by an authorized representative from your company.
  • Read all bid documents thoroughly; reply with all information requested.
  • Submit the bid response prior to its due date.
  • Respond to the bid with what was requested; no substitutions will be recognized unless previously approved in writing by the City.
  • Ask questions prior to submitting your proposal.

THE CITY OF PLANTATION WELCOMES YOUR INQUIRIES AND THANKS YOU FOR WANTING TO BE A PART OF OUR SUCCESS.

 

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