DOING BUSINESS WITH BREVARD COUNTY

FOREWORD

This handbook is to explain how vendors may participate in the market created by the needs of Brevard County, Florida. The demand for goods and services generated by Brevard County Government result in a continual need for a wide variety of items. Chances are Brevard County Government will be in the market for the item you sell.

Purchasing Services hopes this handbook will help you become acquainted with our policies and procedures for procurement which may aid you materially in presenting your product to Brevard County. The information given should help vendors who have not done business with Brevard County in the past, and may be helpful to those of you who have.

The content of this handbook is intended to serve as a general guide. However, if your question is not covered in this book, do not hesitate to call the Purchasing Office to receive an answer.

One of the most important relationships in development of goodwill between seller and customer is between the salesman and buyer. The salesman is the buyer’s basic source of information and can contribute to the success of Brevard County’s Purchasing Division. It is therefore, our intent to treat the salesman with courtesy and respect.

TABLE OF CONTENTS

POLICIES

The following policies are established and will be adhered to:

• Purchasing Services has full authority to question the quality, quantity, and kind of materials requisitioned in order that the best interest of the County may be served.
• No member of the staff of Purchasing Services or Brevard County employee shall receive any benefit or profit from any contract or purchase made by Brevard County.
• Acceptance of gifts at any time, other than advertising novelties, is prohibited. Employees must not become obligated to a vendor and shall not conclude any County transaction from which they may personally benefit directly or indirectly.
• We strive to maintain strong and enduring relationships with vendors of proven ability who desire to meet our needs. To accomplish this, our purchasing activities will be conducted so that vendors will value our business and make every effort to furnish our requirements on the basis of quality, service, and price.
• The County will buy only from suppliers who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping promises, and giving a full measure of service. New sources of supply will be given due consideration as multiple sources of supply are necessary to ensure availability of materials.
• All vendors will be afforded equal opportunities to quote/bid and will compete on equal terms.
• The Purchasing Manager shall not knowingly issue a purchase order when there is evidence of a conflict of interest. In instances when a conflict may exist, but its existence is not clearly established, the Purchasing Manager shall refer the matter to the County Attorney whose opinion shall be final in the absence of any specific instructions from the Board of County Commissioners.

WHERE TO CALL

Purchasing Services processes all purchasing exceeding $15,000. Our address is Purchasing Services, 2725 Judge Fran Jamieson Way, Suite C303, Viera, FL 32940. The telephone number is: (321) 617-7390; Fax is: (321) 617-7391. Informal quotations under $15,000 are solicited and awarded by each County department. However, Purchasing Services maintains a vendor list for countywide use.

Specifications for formal sealed bids, formal sealed proposals and formal sealed quotations may be picked up in the Purchasing Manager’s Office. The business hours of the Purchasing Office are 8:00 A.M. to 5:00 P.M., Monday through Friday. We welcome your visit to our office since we need to know about your line of products, and also to direct you to the proper department who may be interested in your products.

HOW BREVARD COUNTY BUYS

All competitive purchases exceeding $15,000 are normally purchased on the basis of written detailed specifications. Formal Quotations are solicited for all purchases over $15,000 but under $35,000. Formal sealed bids are solicited for all purchases over $35,000 and will be advertised in local newspapers. Formal sealed proposals are established, reviewed and evaluated through a selection committee process.

All formal solicitations are opened publicly by the Purchasing Agent at a specified time and place and read aloud. The Purchasing Agent, in conjunction with the User Agency Committee, makes recommendations to the Board or County Manager, as provided for by Board Policy. Purchases less than $15,000 are obtained by Informal Quotations and can be solicited by each County department. These are solicited by either telephone or fax, using the County vendor list.

Emergency purchases are sometimes necessary due to breakdown of equipment or other unforeseen event which may affect the operation of the County. As a vendor, and for your protection, you should always make certain a written purchase order or a purchase order number has been issued to your firm before delivery of materials or services. A purchase order number is not necessary if payment is being made in cash or by the Brevard County VISA Purchasing Card as issued by Bank of America.

INTERNET SOLICITATION INFORMATION

Purchasing Services maintains a synopsis of competitive opportunities exceeding $15,000 on the Internet. The synopsis gives a brief description of the work or commodity to be supplied; the bid, quote or proposal number, title and opening date and time; and where to obtain specifications. Click here for bidding opportunities. Information on solicitations is also available from an electronic online bidding service, DemandStar by Onvia. To become a registered Bidder, to obtain automatic email or fax notification of formal bidding documents, please contact DemandStar by Onvia by calling 1-800-711-1712, or visit their website at www.DemandStar.com/supplier to register or www.DemandStar.com/supplier/bids for bidding opportunities.

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VENDOR LIST

Purchasing Services maintains a vendor list by specific category of commodity or service. Business firms on the vendor list may be notified by mail that formal quotations or formal sealed bids are being solicited for a commodity in which they may be interested. To have your firm’s name placed on the vendor list, you must complete a vendor application W-9or Information on solicitations is also available from an electronic online bidding service, DemandStar by Onvia, which provides automatic email or fax notification of formal bidding documents. To become a registered Bidder, please contact DemandStar by Onvia by calling 1-800-711-1712, or visit their website at www.DemandStar.com/supplier to register or www.DemandStar.com/supplier/bids for bidding opportunities.

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THE SPECIFICATIONS

Specifications are available in the Purchasing Office or other designated location, such as those for construction services. Specifications describe the quality of goods required by Brevard County. Quality is determined by need. The purpose is to produce those items which suit the intended use at the lowest and best cost.

Specifications may become quite technical. In some cases a brand name may be used with the term “or equal”. When a brand name is used, it is for the purpose only of establishing a grade or quality of material. Since Brevard County does not wish to rule out competition, the phrase “or equal” is established. It is the vendor’s responsibility when bidding or quoting an “or equal” to prove that the product is equal to that specified. When you receive the detailed specifications, read them carefully. Any alteration or deviation from them may disqualify your bid.

THE PRICE SHEET

When specifications have a price sheet, the bidder shall use this page to submit the price. Care should be taken that all amounts in your proposal are correct. Extensions should be checked to ensure their accuracy. In the case of an extension error, the unit price will prevail.

PRE-BID CONFERENCE

Pre-bid conferences are held on most solicitations to familiarize the vendor with the requirements presented by the County’s specifications. Addenda may be issued to the bid based on the discussions that take place during these meetings. Attendance at some pre-bid meetings may be mandatory and will preclude your firm from bidding if not attended. PAY ATTENTION TO THE SPECIFICATION! It is advisable for vendors to attend the pre-bid meetings whether mandated or not, as this allows you the opportunity to question the requirements and hear, firsthand, other vendors’ questions and the answers to those questions.

ADDENDA TO SPECIFICATIONS

It may be necessary to issue an addendum against a specification. Addenda are provided to every firm who originally received the specifications and who have not asked to be removed from the solicitation list. They may be provided by mail, hand delivered, or made orally if time dictates.

INSURANCE

Provision of services usually requires the vendor to submit proof of general and automobile liability insurance coverage. Each solicitation will detail the required coverage. Proof of insurance is normally required after award is made.

SUBMITTING A BID

All formal solicitations must be submitted in a sealed envelope and identified as indicated in the specifications. Bids, quotes or proposals (referred to as “bids” throughout) may be delivered personally or by mail. Offers by telegram or telephone are not acceptable. It is the responsibility of the offeror to have their bid to the designated place as indicated in the specifications, by the date and time shown in the specifications. Late bids shall be returned to the bidder unopened. All bid openings are public.

SAMPLES

All bidders should examine the specifications closely to see if they are required to submit samples with the bid. Samples are required only when requested by Brevard County. When samples are required, they must be presented to Brevard County by the vendor without cost obligation. Brevard county will hold all samples until completion of the awarded purchase order, after which samples may be picked up by the vendors.

REJECTION OF BIDS

Brevard County reserves the right to accept or reject any or all bids, to waive irregularities and to request re-bid. Rejected bidders will be informed by telephone, fax or mail.

BID DEPOSITS AND PERFORMANCE BONDS

Bid bonds and performance bonds are routinely requested on bids exceeding $35,000 in value and on construction projects, those which exceed $100,000 in value. The specifications will detail the requirements. A cash deposit, certified check, cashier’s check, Certificate of Deposit, or money order made payable to Brevard County, Board of County Commissioners, OR a satisfactory bid bond executed by the bidder and surety company must be submitted in an amount equal to 5% of the bid or an amount as detailed in the specification. Company or personal checks are not acceptable. In the event a bidder is awarded all or any portion of the bid, the 5% bid bond will be returned after the bidder satisfactorily submits a 100% labor material, performance bond (LMP bond) or other bond, in other amount, as required by the specification. The amount of the labor, material, performance bond is the amount of liquidated damages agreed upon should the bidder fail or refuse to enter into a contract with the Board of County Commissioners in the event any portion of the proposal of the bidder is accepted, or should the bidder fail to make deliveries as specified. If the bidder is not awarded any item, the bid bond or check furnished with the bid will be returned immediately upon award of the bid. The contractor will be responsible for attorney fees in the event the contractor defaults and court action is required.

DELIVERY DATES

Unless already defined in the specifications, a definite number of days for delivery after receipt of order should always be stated by the bidder. The time required for delivery is of the essence and may be an important factor in determining who shall be awarded the bid.

SHIPPING POINT AND DELIVERIES

All Brevard County purchases are to be F.O.B. Brevard County at a designated delivery point assigned on the purchase order. Exceptions will be prearranged and noted on the purchase order. The purchase order number should appear on the shipping or delivery ticket and on packages or containers delivered. Failure to meet the specified delivery schedule may result in the cancellation of the order.

TAXES

Brevard County is exempt from the payment of all federal excise taxes and sales taxes of the State of Florida. State of Florida Sales Tax Exemption Number is 85-8012621749C-1, Federal Tax Exemption Number is 59-6000523. All first time vendors must submit a W-9 form to the Finance Department prior to release of their check. Their address and telephone number are as follows:

Brevard County Finance
P.O. Box 1496
Titusville, FL 32781-1496
(321) 637-2002

VENDOR’S INVOICES

To expedite payment for goods or services rendered, the vendor must submit the original of the invoice showing the purchase order number to the address listed on the purchase order.

A vendor copy of the purchase order is sent to the vendor. The purchase order establishes a relationship of full agreement between seller and buyer.

PURCHASING CARDS

Brevard County has contracted with Bank of America to provide a Brevard County VISA Purchasing Card for items under $750 in value. Cards have been issued and may be used to pay for services or goods you provide. If you are not currently VISA capable and would like more information, please contact Purchasing Services.

PAYMENT WILL BE MADE AFTER:

• Goods are received, inspected for conformity to specifications and certified for payment.
• Vendor’s original invoice is received by the Finance Department, with the department’s approval for payment.

3. Payment will be in accordance with Florida Prompt Payment Act, Florida Statutes.

FURTHER INFORMATION

Call the Purchasing Office anytime between 8:00 A.M. and 5:00 P.M., Monday through Friday for further information. Our telephone number is (321) 617-7390; fax number is (321) 617-7391 or (321) 637-5302. The address is Brevard County Goverment Center, Purchasing Services, 2725 Judge Fran Jamieson Way, Suite C303, Viera, FL 32940.