Vendors Guide

Doing Business with the City of Ocala

The City of Ocala welcomes the opportunity to do business with interested merchants.  Purchasing for the City of Ocala is a decentralized function which is interested in fostering participation by all qualified business persons offering commodities and services that may be used by departments. The Purchasing Agents are responsible for making the most economical acquisition of quality materials and services that will assure efficient operation.

To that end, it is essential that interested business persons become familiar with the Purchasing Policies and Procedures. This web site will serve as a general guide. Specific questions and concerns not addressed here should be directed to the Purchasing Agent in that area of service.

Notice: If you have been selected to provide goods or services to the City, then you are required to register as a vendor using the downloadable Vendor Registration Form. The vendor registration information is necessary to do business with the City of Ocala.  The W-9 form is a prerequisite of payment for goods or services. Please direct any questions to Finance at (352) 629-8365.

Vendor Registration

The City of Ocala has contracted with Onvia for the maintenance of an automated vendor list. This list categorizes each vendor by commodity codes for the specific goods or services offered by the vendor. Businesses who have subscribed to the vendor list are notified by fax or e-mail whenever a formal sealed bid has been issued for the commodity or service offered by the vendor. To have your firm placed on the vendor list and to obtain details contact Onva.com . The application asks for general information about your firm and lists the commodities and services the firm wishes to sell to the City.

Forward

This guide has been created to explain how vendors may participate in the market created by the needs of City of Ocala, Florida. The demand for goods and services generated by the City results in a continual need for a wide variety of items. Chances are that the City will be in the market for the item that your company sells.

The Purchasing Agents hope this general guide will help you become acquainted with our policies and procedures for procurement and help you present your product to the City of Ocala. If you should have any additional questions, please contact a Purchasing Agent.

Where

All Purchasing functions have been decentralized and are handled through a Purchasing Agent assigned to specific departments.  Your visit is welcome; it gives us a chance to learn about your service or product.  Please see the "Staff" page of this Website for the Agents and their assigned departments.

How We Purchase

Small Procurements (Purchases $15,000 or less)

Although Competitive Sealed Bidding is the procedure universally preferred in government procurement, consideration of the time and cost dictates that a less formal procedure be used for small purchases. The City Purchasing Policy and Procedures provides that procurements not exceeding $ 15,000.00, may be made on the open market without formal bid and further provides for the use of informal written quotes or competitive oral quotations.

Purchasing Card Program

The City of Ocala Purchasing Card program is designed to improve efficiency in Processing low dollar purchases of $ 2,500.00 or less, from any vendor that accepts VISA credit cards. Each Purchasing Card is issued to a named individual employee and the City of Ocala is clearly shown on the card.

Formal Request for Quotation ($15,000 - $35,000)

Formal Request for Quotation packages which typically include the specifications, terms and conditions, quote forms and other applicable documents, are advertised and posted through our bid notification service. These RFQ packages can also be downloaded from the Purchasing Bid Page on this Website. Quotes are obtained in writing and is a less formal process than a competitive sealed Invitation to Bid. Purchase awards are typically recommended to the lowest, most responsive and responsible bidder or may be in accordance with other award criteria stipulated in the RFQ.  This process is required on purchases over $15,000 and must be issued by the Purchasing Agent.

Formal Competitive Purchases ($35,000 and over)

All purchases over $ 35,000, require a formal "sealed" solicitation process unless otherwise provided for in the City Purchasing Policy and Procedures such as Emergency and Sole Source procurements. An Invitation to Bid or Request for Proposal will normally be used for these types of purchases even though a Request for Qualifications or Invitation to Negotiate can also be utilized. All Formal Competitive Purchases must be issued by the Purchasing Agent and are advertised and posted through the bid notification service, (Onvia.com) and on the Internet Bid Processing page located in the Purchasing area of this Website.  Purchases over $50,000 require approval by the City Manager, and Council approval if over $100,000. Award recommendations are posted prior to the scheduled approval date.

Emergency Purchases

Emergency purchases are sometimes necessary due to the breakdown of equipment or other unforeseen event which may affect the operation of the City. When this happens, the using Department Director is authorized to declare an Emergency under certain conditions to allow them to proceed with the necessary action for the emergency.

As a vendor, and for your protection, you should always make certain that a written Purchase Order or a Purchase Order number has been issued to your firm prior to delivery of materials or services.

Local Vendors

The City of Ocala encourages the participation of local vendors. All local vendors will be given equal opportunity to bid on City equipment, supplies, and services.