What We Buy
The Department of Procurement buys goods, supplies, maintenance, construction and other services for the consolidated City of Jacksonville and certain purchases for the Jacksonville Transportation Authority.
How We Buy
The Purchasing Code (Ordinance Code Chapter 126) requires that all orders for goods and services exceeding $50,000 are procured using the formal bid process. Orders for goods and services under $50,000 are procured using the informal process. Individual buyers are responsible for purchasing all commodities or services assigned to them.
Bidder's List
The city maintains a bidders list for which vendors must apply to be put on the list. There are two different applications available, depending upon the type of business. If you provide both commodities and professional services, both applications will need to be submitted. All vendors interested in their business being certified as a small business enterprise/small disadvantaged business enterprise vendor must complete a certification application.
Applications are available online at www.coj.net/JaxPro.
If you provide commodites, contact the Department of Procurement at (904) 630-1184. If you provide professional services, contact Alex Baker at (904) 630-1297. If you are interested in SBE/SDBE business certification, contact the Equal Business Office at (904) 630-1165.
Completing the Bid Proposal
Bidders should carefully review all specifications, terms and conditions contained in the Bid Invitation prior to submitting a proposal. If you can supply the requested items, complete the Request for Bid form. Make certain that pricing is correct and that all forms requiring signature are signed. The bid proposal must be typed or written in ink and accompanied by all supporting literature requested in the bid.
Submitting the Bid Proposal
Bid proposals must be returned by mail or hand-delivered to the Department of Procurement, Suite 335, Third Floor, City Hall, 117 W. Duval St., Jacksonville, Florida 32202. It is important to submit the exact number of copies specified in the proposal using the enclosed label.
Proposals must be received in the Department of Procurement by 2 p.m. on the day of the bid opening (indicated on the form). Late bids will not be considered -no exceptions.
Bids received after that time will be returned to you unopened. Bid openings are held in the City Hall conference room specified. You are welcome to attend.
Protest Procedures
To ensure that the city employs sound purchasing procedures, it has adopted Procurement Protest Procedures, pursuant to which any person or entity that is adversely affected by a decision or an intended decision concerning a solicitation, solicitation documents, award, or any other process or procedure prescribed in Chapter 126, Jacksonville Ordinance Code, otherwise known as the Procurement Code, and who has standing to protest said decision or intended decision under Florida law, must timely file a written Notice of Protest seeking to challenge the decision or intended decision. For a copy of the Procurement Protest Procedures, please click on the following link Protest Procedures
(you will need Adobe Reader 6.0 to access the link for the Protest Procedures. If you do not have this program or the correct version, click on the following link to receive free Adobe Reader: http://www.adobe.com/products/acrobat/readstep2.html).
Advertising for Bids
The Department of Procurement advertises bids each week in the Financial News and Daily Record newspaper. Bidding opportunities are posted on our bulletin board on the third floor of City Hall, Ste. 335. A list of bidding opportunities is also available by calling the city's bid hotline, a prerecorded listing, at (904) 630-BIDS.
A listing of construction-related projects is provided to the following trade papers: National Association of Minority Contractors Publication, Construction Bulletin, Construction Market Data and the Dodge Report.
Waiving Advertising for Bids
The city may waive bid advertising for the following reasons:
In the event of an emergency affecting the public's health and safety. For sole source items which cannot be competitively bid. When in its best interest, the city may purchase goods and/or services from contracts and/or agreements awarded by the State of Florida and the federal government (GSA contracts).
Equal Business Opportunity Office
This office is in place to certify small businesses and small disadvantaged businesses and to promote their growth and economic development. Once a business is certified, they are placed into the city's SBE/SDBE business directory where they may be utilized for procurement purposes. If you would like more information on the certification process, please call the EBO office at (904) 630-1165.
Joint Ventures
An association of two or more business enterprises having entered into a formal agreement, which, without limitation, contemplates the resulting joint venture entity's pursuit of an award and the potential establishment of a prime contracting relationship with the City of Jacksonville. To be eligible for consideration hereunder, a joint venture must meet the requirements of Part 6 of Chapter 126, Jacksonville Ordinance Code and possess proper licensing in the area being bid at the time of bid opening (proof of the joint venture agreement and proper joint venture licensure must be provided at the time of bid opening on a bid by bid basis). To fill out an application for joint venture, please click on the following link: Joint Venture Application/Affidavit
Buying Surplus City Equipment
The Department of Procurement holds a surplus auction twice a year. Call James Boyle, Manager of Purchasing Services Property and Reproduction, at (904) 630-1174 for further information.
Public Entity Crime Laws
A person or affiliate who has been placed on the State of Florida convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity for a period of 36 months from the date of being placed on the convicted vendor list.
Code of Ethics
In the procurement of supplies and services we stringently adhere to the City of Jacksonville Code of Ethics. Copies are available upon request.
Informal Bidding
Telephone bids or written quotes are requested when the value of goods and services is less than $50,000. At least three vendors are contacted and the purchase order is issued to the lowest conforming bidder.
Formal Bidding
Written bids are solicited and advertised for goods and services valued at $50,000 or more. These bids contain the description of the goods or services required.
Requesting a Bid Invitation
A request for bid invitation may be obtained from the Department of Procurement between 8 a.m. and 5 p.m., Monday through Friday. You may also inquire about bidding opportunities by calling (904) 630-BIDS (2437).
Note: Most construction bids have a charge for plans and specifications which, in most cases, is non-refundable.
Trade Names and Brand Names
If a bid item is described with a trade name or brand name, an "acceptable equal" may be offered as a substitute, unless the bid specifies "no substitutes."
Cash Discounts
Cash discounts for periods of less than 30 days are not considered as factors in bid awards.
Bid Award
Formal bids are awarded by the agency seeking the service or supplies requested by the bid invitation. The Department of Procurement reviews and prepares award recommendations for the approval of General Government Awards Committee and the mayor. Vendors having questions or protests relative to bid awards should contact the Director of Procurement, for information prior to the bid award.
Notice of Bid Acceptance
Award notices are mailed to all bidders on formal bid solicitations. Unless the bid required that a contract be executed following award, a purchase order will be sent to the successful bidder. If a bid bond is required, the Department of Procurement will retain bid security deposits until an award is made.
Invoice Payment
Your invoice should be mailed as directed on the purchase order. The purchase order number must appear on the invoice. No payment will be made until the goods and/or services have been received, found to be as ordered and the using agency has signed and forwarded the receiving copy of the purchase order to accounting for payment. Direct all inquiries on payment of invoices to the using agency ordering goods or services.
Professional Services
The city often obtains professional services, such as architectural, engineering, actuarial, banking, insurance, promotional, bond counsel, medical consulting and other like services from the private sector. Professional services projects valued more than $50,000 are awarded through the Professional Services Evaluation Committee.
Professional services valued less than $50,000 are obtained through an informal process and are handled by the appropriate buyer. Professional service opportunities are advertised in the Florida Times-Union.
Purchasing Bulletin No. 12 as periodically revised describes the formal and informal processes and may be obtained from the Department of Procurement.
Legal Related Services
In order for your company to provide services below, it must be placed on the approved Legal Related Services List.
Legal Related Services Subcategories Include: Abstracts and Title Insurance, Court Reporter, Printing Firms for Printing Services for the Supervisor of Elections Office, Expert Witness, Fixture Appraiser, Legal Assistant, Printing of Legal Briefs and Official Statements for the Sale of Bonds, Publication of Legal Notices, Preparation and Printing of Bonds, Polygraph Examiners, Psychiatrists and Psychologists, Real Estate Acquisition Services, and Appraisers of Real Property.
Please send a written request, resume and professional license to: Director, Department of Procurement, 117 W. Duval St., Suite 335, Jacksonville, FL 32202.