Should you have any questions pertaining to Purchasing, please check the information below, as you may be able to locate your answer there. If not, please call the Finance Department number shown in the Contact Us box on the right.
- Bidders List and Vendor Registration
- Bid/Proposal Opening
- Tabulation and Awards
- Legal and Contractual Remedies
- Surplus Items and Auctions
Sales representatives are a valuable source of information in obtaining bids, specifications, state of the art advancements or product improvements, and in resolving problems in delivery, billing and payment difficulties, etc. We value your visits. However, we recommend you call for appointments in order to productively utilize our time and yours. Contact 928-777-1236 to schedule an appointment.
Methods of Purchasing
The City of Prescott utilizes both formal solicitation methods (Request for Proposal (RFP), Invitation for Bid (IFB), Statements of Qualifications) and informal (requests for quote).
- Formal solicitations-RFPs, IFBs and SOQs - require a notice to be published in a local newspaper of general circulation (The Daily Courier at www.dcourier.com), 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 may be either written or oral. All informal quotations are made on a competitive basis by securing quotes from at least three (3) vendors whenever possible.
Types of Contracts
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 (Purchase Order): 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 (most often a fiscal year which is July 1st through June 30th).
Notice of Invitation for Bid, Request for Proposal or 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 website . When a wider distribution is deemed necessary for any type of solicitation, additional publications may be used to circulate the required information.
Bidders List and Vendor Registration
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 on the Purchasing website.
All formal solicitations shall be submitted as specified in the "Invitation for Bid", "Request for Proposal" or "Request for Statement of Qualifications".
They must be received and time stamped 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, delivery, 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 Invitation for Bid (IFB) 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 (SOQ) process and awarded to the most qualified bidder.
Tabulation and Awards
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 and therefore may be inspected AFTER the award by visiting the Finance Department. 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 the award has been made, Finance will issue a contract and/or purchase order 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.
The City of Prescott's two percent (2%) Business Privilege License Tax (City sales tax) is applicable to sales made to the City of Prescott by Prescott vendors and must be noted on the bid form.
Resident Arizona vendors are responsible for the Arizona Transaction Privilege Tax (State Sales Tax).
Applicable sales tax shall be included as a separate line item in the bid price.
The City of Prescott does not pay sales tax to out-of-state vendors. The City does pay directly to the State of Arizona all Arizona sales and excise tax. Therefore, all vendors who do not maintain a business presence, directly or through a subsidiary, a warehouse, sales office, distribution house, or other place of business in the State, are not to include State sales taxes in the bid price. The tax on any such award will be paid by the City of Prescott directly to the State of Arizona.
The City Finance Department, upon request, will execute the exemption certificates in connection with all orders when federal excise tax would otherwise be due.
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.
Legal and Contractual Remedies
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; signature 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 posts online auctions for the disposal of surplus property at Rene Bates Auctioneers. 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).