Procurement Management

Frequently Asked Questions

• Are solicitations available for download online?

• What if my bid is late?

• I have a question regarding the specifications, can I get an answer from the buyer?

• Will I get a signed contract from the County?

• We have more than one division of our company doing business with the County. Do they need separate vendor applications on file?

• We completed the Small Business Enterprise (SBE) application with Small Business Development. Do we still need to fill out a vendor application?

• The Invitation to Bid document has a recommendation to attend a pre-bid meeting and site visit. Do I really need to do that?

• What does it mean "taking exception" to a bid specification?

• Can I deliver goods and services to a County department before I receive a copy of the purchase order?

• How can I obtain a tally sheet, so I know what the other bids were?

• If the bid states that it is County or State wide, do I really have to extend the pricing, terms and conditions to entities other than Miami-Dade County?

• If my firm is having trouble performing, what should I do?

Q. Are solicitations available for download?
A. With the new Vendor Enrollment process, vendors may submit their name and e-mail address on-line. The County will then inform all "enrolled" vendors, via e-mail, of upcoming solicitations which can then be downloaded directly from the Internet. Vendors who are already "registered" with the County will also enjoy access to the new on-line features.

TOP

Q. What if my bid is late?
A. It is the bidders responsibility to insure that a bid/proposal is physically delivered to the correct location, prior to the time and date specified in the solicitation document. Late bids will not be opened, regardless of the degree of lateness or the reason related to the lateness, including causes beyond the control of the bidder.

TOP

Q. I have a question regarding the specifications, can I get an answer from the buyer?
A. Any question concerning the bid should be directed, in writing to the purchasing agent, whose name and telephone number is listed in the bid document. Correspondence should include the bid number and the opening date. No interpretation should be binding, unless provided to you in writing.

TOP

Q. Will I get a signed contract from the County?
A. The solicitation proposal page, containing the vendor signature, constitutes an offer to the County. The Purchase Order, containing the signature of the Procurement Director, constitutes the acceptance of the offer and together, these documents are binding agreements.

TOP

Q. We have more than one division of our company doing business with the County. Do they need separate vendor applications on file?
A. If each division has its own Accounts Receivable mailing address, and functions as though they are different companies, it should have a separate vendor application on file. If the Federal ID number used by all divisions are the same, we will assign each division a variation of the number, in order to separate the identity.

TOP

Q. We completed the Small Business Enterprise (SBE) application with Small Business Development. Do we still need to fill out a vendor application?  
A. Yes, vendor registration is required. Please download and complete the Vendor Registration application.

TOP

Q. The Invitation to Bid document has a recommendation to attend a pre-bid meeting and site visit. Do I really need to do that?
A. Most pre-bid conferences and site visits are not mandatory, however, in order to offer a responsible proposal, you should attend these meetings. Ignorance of existing conditions are not an acceptable excuse for non-performance at a later date. Take every opportunity to get to know the project or need.

TOP

Q. What does it mean "taking exception" to a bid specification?
A. Whenever you deviate from a clause or specification in the bid document, it will almost always disqualify your proposal. What that tells the Purchasing Agent is that your firm cannot comply with the minimum requirements of the bid. When your proposal exceeds the minimum requirements, this in not considered "taking exception."

TOP

Q. Can I deliver goods and services to a County department before I receive a copy of the purchase order?
A. No, this is not a good idea. Delivering goods and services to the County without a copy of the purchase order actually delays the ability to issue a purchase order and subsequent payment, as it violates County policy and causes additional paperwork to be generated, in order to document a "confirmation" purchase.

In an emergency situation, such as the aftermath of a hurricane, it may be necessary for the County to receive goods and services quickly. In those instances, you should insist on getting a "verbal purchase order number" for reference purposes.

TOP

Q. How can I obtain a tally sheet, so I know what the other bids were?
A. When submitting a proposal to the County, enclose a stamped self addressed envelope. This will be returned to you as soon as the bids are tallied by the Purchasing Agent.

TOP

Q. If the bid states that it is County or State wide, do I really have to extend the pricing, terms and conditions to entities other than Dade County?
A. Yes, when you sign the bid proposal page, you are agreeing to extend the same prices, terms and conditions to other governmental entities and not for profit agencies, who wish to access the County established contract.

TOP

Q. If my firm is having trouble performing, what should I do?
A. As soon as it is apparent to you that your firm is having difficulty fulfilling the terms and conditions of a contract, you should contact the Purchasing agent and arrange a meeting to discuss the problem. Non-performance is treated on a case by case basis. Sometimes problems are caused by miscommunication with the user department or a misinterpretation of the bid requirements, or some other issue that can be easily resolved before the matter deteriorates further.

TOP

If you cannot view PDF files, you can download Acrobat Reader  for free from Adobe Systems, Inc. In order to use PDF files, you must have Acrobat installed on your computer.