City of North Miami City of North Miami Purchasing DivisionPurchasing Division

Created by:

Debbie Falestra, CPPO, CPPB

Purchasing Agent

City of North Miami City of North Miami Purchasing DivisionPurchasing Division

http://www.northmiamifl.gov

776 NE 125th Street

3rd Floor

North Miami, FL 33161

305-895-9886

305-891-1015 (fax)

Divisional Mission Statement Divisional Mission Statement For “Purchasing”For “Purchasing”

   The purchasing division is dedicated to the goals of competition and fairness. The division’s goal is to ensure that the citizens of North Miami receive the most advantageous value for all expenditures. We work as a team to ensure the procurement of materials and services is in accordance with city code, Florida state statutes and federal law. Our goal is to provide an uninterrupted flow of materials and services for the city of north Miami to operate with optimum efficiency. We are here to technically and logistically support the city departments by executing efficient, effective, and expedient procurement of goods and services. The City of North Miami welcomes new sources of supply and encourages vendors to submit vendor applications and participate in doing business with the City of North Miami. We aim to continually foster cooperation with departments, promote fair and equal opportunities for all individuals and businesses interested in doing business with us! Every effort is made to enhance the city’s reputation of fairness and equity to all vendors.

Meet the Staff…….Meet the Staff…….

I lyse S . V a ld iv iaBuyer

305-895 -9886 (E x t 12133)iva ld iv ia@ northm iam if l .gov

M ire ille T a rg e teBuyer

305-895 -9886 (E x t 12131)m ta rgete@ northm iam if l .gov

D e b b ie F a les tra , C P P O , C P P BPurchasing Agent

305-895-9886 (Ex t. 12135 )dfalestra@ no rthm iam ifl.go v

A team that works for YOU…

Always here to help you…

How Can Your Firm Be How Can Your Firm Be Placed on the City’s Vendor Placed on the City’s Vendor

List?List?

Complete an application (supplied to you by the purchasing staff)

Submit the application back to purchasing via mail, drop-off or facsimile (305) 891-1015

Complete all Company Complete all Company Information including Contact Information including Contact Information Information

Select from the attached Select from the attached Commodity Code List, the Commodity Code List, the applicable categories that your applicable categories that your Company would like to be notified Company would like to be notified for solicitations for solicitations

How to Complete the Vendor How to Complete the Vendor ApplicationApplication

How to Complete the Vendor How to Complete the Vendor Application (cont’d)Application (cont’d)

(1) Complete all company information on 1st page. Company name, contact name, address, phone, fax, e-mail, etc….

(2) Select the applicable category of services or commodities you would like to be notified for… * highlight, circle or list them on the front page *

(3) Return application to the Purchasing Division via fax (305) 891-1015, drop-off or mail

(FYI) Ordinance #1061 (Sec 7-165)

Procedure to provide Local preference to local business in City contracts for goods and services. Local business (=) vendor has a business located in the City of North Miami and has a current City of North Miami occupational license prior to the issuance of notification of solicitation for goods and services.

Typical Services we secure…Typical Services we secure…

IT ServicesConstruction Services Auditing Services

Plumbing Services

Janitorial ServicesMowing Services

Typical commodities purchased…Typical commodities purchased…

Copiers / fax machines / printers Chemicals for Water Plant / Pools Telecommunications equipment Fleet Equipment Pipe for Water & Sewer divisions Parks & Recreation supplies (recreational games/equip/uniforms/etc.)

Computers Police VehiclesOffice Supplies

Informal Quotes, ITB’s, Informal Quotes, ITB’s, RFP’s & RFQ’sRFP’s & RFQ’s

Quotations: $1,000-$2,500 (verbal) Quotations: $2,500-$25,000 (written) Quotations: over $25,000 ITB, RFP, RFQ ITB – Invitation to Bid (award based on lowest bid

who is responsible and responsive to the bid package

RFP – Request for Proposal (award based on scoring and price combined)

RFQ – Request for Qualifications (award based on best score for qualifications submitted)

Formal Solicitation ProcessFormal Solicitation Process Over $25,000 – City of North Miami uses the formal bid process to

meet the legal requirements imposed by State and Federal Governments

– Purchasing works with using department requesting Solicitation to develop proper specifications to meet the City’s needs

– Specifications are prepared.– Purchasing assigns a ITB #, RFP # or RFQ # – Official advertising in the Daily Business Review– Select and notify vendors of solicitation (always query City Clerk’s office

for “Local Vendors” of particular commodity or service we are contracting for)…

– Mail out and/or post bid to www.demandstar.com – Have Bid Opening on designated date– Review bids for compliance and award (Council approval required if over

$50,000) The length and complexity of bid(s) vary with the procurement need .

* ITB’s generally 45 days (if Council approval is required), RFP’s RFQ’s can take approximately 60 days minimum…

City of North Miami Purchasing City of North Miami Purchasing VisionVision

Foster competition Handle all customers

fairly & equitably Maximize the purchasing

value of City of North Miami funds (tax payers $$)

Educate staff to increase professionalism

Minimize purchasing processing costs

Minimize transaction “time”

Safeguard the transparency, quality and integrity of the Purchasing process.

City of North Miami Purchasing City of North Miami Purchasing ValuesValues

AccountabilityCustomer ServiceHonesty & IntegrityOpen communication with customersResponsibilityTransparency of purchasing processTrust & Respect

Compete in the Procurement Compete in the Procurement Process….Process….

We want you to compete in the procurement process… we love competition!

As a courtesy, City of North Miami will forward bids to prospective bidders’ “upon request”.

Check the bid opportunities @ www.demandstar.com website