Vendor Selection - Procedure 023

1. PURPOSE:

   One major decision required during the purchasing process is vendor selection. It is the purpose of this procedure to define the responsibility for and provide basic guidelines for vendor selection.

    

2. SCOPE:

   This procedure applies to all purchases.

    

3. RESPONSIBILITY:

   The selection of recommended vendors is the responsibility of the department and requires the consideration of several factors. Departments should endeavor to place orders with regard to the dependability and service record of the vendor, the nature of the guaranty and warranty of the products, its price and quality. Preference is not given for any types of vendors; i.e. minority, local, etc.

4. GENERAL:
   1. Sources

       

      1. Vendor List

         The Procurement Division maintains a data base of approximately 10,000 vendors who have expressed an interest in doing business with the City. It is recommended that this list be utilized prior to seeking other sources. If a vendor expresses interest in being added to the City's data base, refer them to the Procurement Division Information Line, 830-3878.

          

      2. Thomas Register

         This is an information guide available in both the Procurement Division and the City Library that is used to locate distributors of specific products through the manufacturer.

          

      3. Industry Publications

         Company catalogs, brochures, etc. are another useful tool in locating sources. The Procurement Division maintains a small library of product catalogs.

          

      4. Telephone Book

         A readily available source.

          

      5. General Services Administration Contracts (GSA)

         Federal contracts are sometimes available to other agencies at the established terms and conditions. It is not necessary to obtain three quotes, because these contracts have already been competitively bid or negotiated.

          

      6. State of Florida Contracts

         State contracts available to agencies at established terms and conditions. A list of these contracts is available on the Internet through the Procurement Division. It is not necessary to obtain three quotes, because these contracts have already been competitively bid.

          

      7. Other Governmental Agencies Contracts

         Contracts that are sometimes available to other agencies at established terms and conditions. It is not necessary to obtain three quotes, because these contracts have already been competitively bid. These contracts must contain a clause specifying that they are available for other agency use.

          

      8. City of Altamonte Springs Annual Requirements Contracts

         Contracts established through the bid process for items that are purchased on a repetitive basis by various City departments; i.e. office supplies, trophies, temporary services, etc.

          

      9. Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE)

         This is a state mandated program responsible for the individual job skill training of incarcerated individuals in Florida state prisons. This business provides a broad spectrum of commodities/services available on the Internet through the Procurement Division. When using these contracts, it is not necessary to obtain three quotes.

          

      10. Respect of Florida

          This is a procurement list of commodities and services provided by a state mandated program. A list of these commodities and services is available on the Internet through the Procurement Division. Under the guidelines of the Florida State Statutes, it is not necessary to obtain three quotes when using these vendors.

           

      11. State Negotiated Agreement Price Schedule (SNAPS)

          These are fast track agreements negotiated by the state for immediate use. They bring together vendors and the community for purchasing environmentally friendly products or services. A list of available agreements can be found on the Internet through the Procurement Division. It is not necessary to obtain three quotes for purchases from any one supplier that do not exceed $15,000.00 annually.

           

      12. Central Stores

          The Procurement Division stocks a number of items, such as City stationery, copy paper, batteries and film. These items are available to all departments and must be ordered on an Inventory Order Form (Exhibit 023-A).

           

      13. Purchasing Cooperatives

          The Procurement Division is a member of a local purchasing co-operative called SICOP (Six County Cooperative Purchasing). A list of items that may be purchased from these contracts is available through the Procurement Division.

           

   2. Sole Source Procurement
      1. A contract for the purchase of goods and services entered into after soliciting and negotiating with only one source, usually because of the technology or uniqueness required.

      2. In the event a sole source is required, a Sole Source Justification Form is needed (Exhibit 015-A).