Vendor Documents

• Becoming a Vendor

  The Procurement and Financial Services Department maintains a Vendor List for goods and services procured by the City of Plantation.  If you wish to participate, please complete the Vendor Application which includes a W-9 form (see link below). The information entered is stored directly to our registered vendor database. In order to maintain registered vendor status, the Vendor Application must be completed every calendar year.

• City of Plantation Vendor Application

• City of Plantation Vendor Application (Mobile Users)

• Search Registered Vendors

Bid/Proposal Responses & Awards

• Procurement Methods to Bids and Proposals

The City of Plantation uses the following methods to acquire goods and services from Vendors:

A. $0.01 – $5,000.00: Purchases within this monetary threshold are typically handled by the requesting Department(s), and shall be based upon a minimum of one (1) quote by any one (1) or more of the following ways: by direct mail; by telephone or email; or by quotes received electronically via the internet.

B. $5,000.01 - $35,000.00: Purchases within this monetary threshold are typically handled by the requesting Department(s), and shall be based upon receiving at least three (3) written informal competitive bids or proposals from (3) different sources.  City’s code does allow for exceptions to receiving three (3) informal competitive bids or proposals.

C. $35,000.00 - $100,000.00: Procurements within this monetary threshold are handled by the Procurement Department, and are typically considered informal solicitations and are electronically posted to the Demand Star website.

D. $100,000.01 +: Procurements within this monetary threshold are handled by the Procurement Department and are considered formal solicitations and electronically posted to the Demand Star website.

Insurance Requirements

• The City of Plantation is self-insured and requires proper insurance based on the cost of the task to be performed.

• The City of Plantation requires an original Certificate of Insurance, Bid Bond, or Public Construction Bond for the specific.

Responding to the Bid/Proposal Solicitation

• The City of Plantation has completely transitioned to electronic bidding for informal and formal solicitation(s) that exceed $35,000.00. The City is no longer accepting paper responses of any kind to procurement solicitation.  However, the City still requires original (with raised stamp) bid and public construction bonds.

This move reflects a paradigm shift in the City’s approach to the procurement process and a significant reduction in the need for paper.

All Responses will be received electronically via the Demand Star website.

Bid/Proposal Awards

• Awards
  • All project award recommendations that exceed $35,000.00 shall be presented to City Council for consideration. If approved by City Council, vendor will be notified of award.

The City shall not be obligated to any Vendor to enter into a contract or issue a purchase order with the Vendor despite the City governing body prospectively awarding the Project to a successful Vendor. The City shall be obligated to any Bidder for the project if and only if The City enters into a contract or issues a purchase order for the Project with the Vendor, and further, no action will lie against The City to compel The City to execute any such contract or purchase order, or to recover from The City any damages, costs, lost profits, expenses, etc., that Bidder may incur if The City chooses not to sign such contract or issue a purchase order.

Bid Protest and Appeals

• Section 2-236 through 2-250 of the City’s Code.

The Procurement Department of the City of Plantation is committed to treating all vendors and contractors fairly and equitably, and to fostering and maintaining an environment of Integrity and professionalism. As part of this commitment, the Department has a strict no-gift policy, which requires City employees involved in procurement to refuse gifts or favors of any nature from all vendors and contractors.

Any gifts received will be returned, and any favors offered will be declined.

We thank all vendors and contractors for their support in honoring this policy, and their understanding of the City’s need to maintain the impartiality of our procurement staff and the integrity of the procurement process.