Procurement Frequently Asked Questions
- Are solicitations available online?
Yes, Enrolled and Registered vendors receive email notifications of solicitations which can be downloaded from our website. To enroll simply go to the website and provide required information about your firm and select the appropriate commodity codes. To be eligible for contract award, your firm must be a Miami-Dade County Registered Vendor. To register, simply download the Vendor Registration Application Package.
- I have a question regarding the specifications; can I get an answer from the buyer?|
Any question concerning the solicitation should be directed, in writing, to the Purchasing Agent/Officer identified in the solicitation with a copy to the clerk of the board firstname.lastname@example.org. All correspondence should include the solicitation number, title and the opening date.
- The solicitation document has a recommendation to attend a pre-bid/proposal conference and site visit. Do I really need to do that?
Most pre-bid conferences and site visits are not mandatory, however, in order to offer a responsible proposal, you should attend these meetings. These meetings are designed to provide an opportunity to discuss the scope of work with the project managers and tour the facilities where the work will take place. Ignorance of existing conditions is not an acceptable excuse for non-performance at a later date. Take every opportunity to get to know the project and its unique needs.
- How can I find out what prices my competitors offered?
All bids received are tabulated and available for public access at least ten days after bid opening. The tabulations may be requested from the Purchasing Agent/Officer identified in the solicitation.
- We have more than one division of our company doing business with the County. Does each division need to have separate vendor applications on file?
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 and address used by all divisions are the same a W-9 form must be submitted for each division. We will assign each division a variation of the number, in order to separate the identity.
- We completed the Small Business Enterprise (SBE) Certification application, do we still need to fill out a Vendor Registration application?
It is highly recommended that all companies interested in doing business with Miami-Dade County become a Registerd Vendor. To receive a contract award, your firm must be a Registered Vendor. You may download and complete the Vendor Registration application at this time. Completed Vendor Registration applications should be mailed to the Department of Procurement Management, Vendor Services, 111 NW 1st Street, Suite 1300, Miami, Florida 33128.
- Can I deliver goods and services to a County department before I receive a copy of the purchase order?
Delivering goods and services to the County without a copy of the purchase order violates County policy. Having a properly executed purchase order ensures that the County has authorized the delivery of goods and/or services and will process payment in accordance with the terms therein. Delivering goods and services to the County without a copy of the purchase order actually delays the ability to make payment. It may also result in an unauthorized 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 "emergency" purchase order number.
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