Methods of Purchasing
The City of Prescott utilizes both formal solicitation methods (Request for Proposal (RFP), Notice Inviting Bid (NIB), Request for Statements of Qualifications (RSOQ) and informal (requests for quote).
- Formal solicitations-RFPs, NIBs and RSOQs – require a notice to be published in a local newspaper of general circulation (The Daily Courier), submission of a sealed bid, proposal or statement of qualifications and a public opening. Formal solicitations are for purchases in excess of $20,000.
- Informal requests for quotation must be written. All informal quotations are made on a competitive basis by securing quotes from at least three (3) vendors whenever possible.
The City of Prescott contracts for several types of purchases – a one time contract (purchase order), a blanket contract or a term contract. Depending on the dollar amount of the purchase, the formal sealed solicitation method or informal quotation method is used.
- (One Time Contract): The City procures required services or materials on a one time basis. A firm price is requested for fixed quantities with single or multiple delivery sites.
- Blanket Contract: A contract based on a ‘not-to-exceed’ dollar amount for goods or services required on an as-needed basis.
- Term Contract: A contract for a specified period of time.
Notice of Bid, Request for Proposal or Request for Statement of Qualifications
When the City purchases by formal solicitation, a Notice is published in the legal notices section of the “official” newspaper of the City The Daily Courier and posted on the City’s Purchasing Bids section . When a wider distribution is deemed necessary for any type of solicitation, additional publications may be used to circulate the required information.
The City does not maintain bidders’ lists nor do we prequalify vendors. All vendors are welcome to submit their contact information and commodity cards or brochures to the Finance Department for our vendor files. To ensure maximum participation, vendors should regularly check for posted notices and official advertisements in the Purchasing section under Bid Listings.
All formal solicitations shall be submitted as specified in the “Notice Inviting Bid”, “Request for Proposal” or “Request for Statement of Qualifications”.
They must be received and time stamped by the City Clerk’s Office at City Hall before the date and time stated for the opening of the bid/proposal. Bids and proposals received after the designated time will be returned unopened and will not be considered.
Sealed envelopes containing bids or proposals must state clearly on the outside the vendor’s name and address, the bid/proposal number, name of the bid/proposal and the date the bid/proposal will open.
Unless otherwise stated on the Notice page, all formal bids, proposals and statements of qualification are opened publicly in the Prescott City Council Chambers located at 201 S. Cortez St., Prescott, AZ 86303 on the date and at the time shown in the Notice.
The City Clerk (or designated representative) presides over the bid/proposal openings. Other representatives of the City may be in attendance. The City Clerk shall read prices, terms and conditions relating to the bid. Formal proposals are recognized publicly only by identification of the proposer. Price or other proposal information is not divulged. A cordial invitation is extended to bidders, offerors, sales staff, the press and the interested public to be present at the bid/proposal opening.
No decisions of award or rejections are made during the bid/proposal opening. No discussions relating to the bids or proposals are entered into during the opening.
Construction contracts for City projects are generally competitively bid through the Notice Inviting Bid (NIB) process and are awarded to the lowest responsive and responsible bidder. Based upon Alternative Delivery Method legislation, applicable City projects may also be competitively solicited through the Request for Statements of Qualification (RSOQ) process and awarded to the most qualified bidder.
All formal bids are tabulated and posted on the Purchasing website. Bid results are not given out over the telephone. Tabulations for proposals only consist of a listing of proposals received.
Bids and proposals are public information, except where proprietary information is contained and therefore may be inspected AFTER the award by completing a Public Records Request form. For bids, the award is made to the lowest responsive and responsible bidder meeting specifications. For proposals, the award is made to the offeror whose proposal is deemed most advantageous to the City based upon the evaluation criteria. Prior to formal award, neither bids nor proposals are available for public inspection. After an award has been made by the Council, a contract and/or purchase order is issued to the successful bidder/offeror.
The City of Prescott reserves the right to reject any or all bids, proposals or statements of qualification and to waive any informality in any bid/proposal/statement.
The City of Prescott will allow for the correction or withdrawal of inadvertently erroneous bids before bid opening. After bid opening, corrections or withdrawals shall only be permitted to the extent that the bidder can show, by clear and convincing evidence, that a mistake of a non judgmental character was made.
Sales made to the City of Prescott are subject to transaction privilege and use tax (sales tax) and must be noted on the bid form as a separate line item of the bid price. In some specific situations retail sales may be exempt to the City and the City finance Department will execute exemption certificates. For retail sales by out of state vendors who do not have nexus in Arizona (see Arizona Department of Revenue’s Brochure on Nexus), the City will self-assess use tax.”
All purchases are made F.O.B. destination, unless otherwise specified. The City’s title to goods occurs upon satisfactory delivery and acceptance at the delivery point shown on the purchase order. Shipping charges, if applicable, must be included in the unit price of the items bid.
All shipments to the City of Prescott must be made to the locations designated on the purchase order. Deliveries may be required to be made to different departments and divisions located in various parts of the City. The purchase order number must appear on the shipping or delivery ticket. Failure to meet specified delivery schedules may result in cancellation of the order. At a minimum, such delinquency will be noted in the vendor file.
Vendors should always state, on the bid form, the number of calendar days required before delivery of a product can be made, or they should indicate the specific date upon which delivery will be made. The time required for delivery may be one of the most important considerations in determining who shall be awarded the bid.
Successful bidders will be expected to deliver the materials and/or services they are providing within the specified time. If delivery dates cannot be met, the requesting department must be notified immediately. The requesting department will decide, after notification of late delivery, what action should be taken.
Hazard Communication Act
Vendors are advised that the City of Prescott requires proper labeling and Material Safety Data Sheets (MSDS) on all products covered by the Hazard Communication Act – 29 CFR 1910.1200. It is the vendor’s responsibility to determine which products are covered by the Act and to provide MSDS with the initial shipment. It is also the vendor’s responsibility to provide any updates or revisions of MSDS as they may become available for any products sold and delivered to the City of Prescott.
A delivery normally must be made in the exact quantity called for on the purchase order. Partial deliveries, however, are required and accepted in some instances. The City will make payment on partial deliveries when (1) a contract for the supply of goods, commodities, or contractual services extends over a period of months, (2) authorization for payment is made by the requesting department.
In the case of any partial delivery, the packing list, bill of lading and invoice must indicate the quantity being delivered and not the quantity ordered by the City.
In order to receive payment for goods or services furnished to the City of Prescott, the vendor is required to submit an original invoice to the requesting department at the ‘Ship To’ address indicated on the purchase order. Invoices must show:
- City purchase order number
- Complete descriptions of the goods or services furnished
- Unit prices and extensions
- All applicable taxes
- Name of department/division to which shipment was made.
- In addition, the invoice should include the vendor’s invoice number and contact information.
The requesting department is responsible for processing the invoice for payment.
Any actual or prospective bidder may protest a solicitation, proposed award or the award of a contract. The protest must be submitted to the responsible department in writing and must include the name, address and telephone number of the protestant; siginature of the protestant; identification of the solicitation or contract number; a detailed statement of the legal and factual grounds of the protest, including copies of relevant documents; and the form of relief being requested.
Debarment and Suspension
The City Manager has the sole authority to debar and suspend a person from participating in City procurements. Information regarding debarment and suspension is available in the City of Prescott Procurement Code.
The City of Prescott currently utilizes the methods of disposal per the City code. On some occasions, the City may utilize a formal Invitation for Bid to dispose of surplus items. This type of auction is publicly noticed in a newspaper of general circulation (Daily Courier).