Purchasing Policies & Procedures

All City purchases with an estimated value of $35,000 (current formal bid threshold level) or more are generally procured by means of a duly advertised "Invitation to Bid" (ITB). These requirements are incorporated into a bid package that includes the City's standard terms and conditions as well as detailed specifications describing the product or service required. An ITB is advertised in the Sanford Herald and notices are sent to all prospective bidders who are registered through our automated vendor database maintained by DemandStar.com and are opened publicly at a specified date, time, and place. The award of an ITB is to the lowest, most responsive and responsible bidder.

Formal Requests for Proposals (RFP) are used when the City has limited specifications and solicits the vendor community for solutions to a particular requirement. An RFP has specific award criteria that include price but with the understanding, that price is not necessarily the determining factor in the award.

Professional Services Request for Qualifications (RFQ) are used for the solicitation of Engineers, Architects, Land Surveyors, and Landscape Architects in accordance with Florida State Statute 287.055, which is the Consultant's Competitive Negotiations Act (CCNA). An RFQ or Request for Qualifications will be advertised and issued on an as-needed basis for these services.

Purchases less than the formal bid threshold level may be solicited through various "informal ways". The price and availability of these requirements may be sought by means of informal written bids (i.e., not advertised) or requests for telephone quotes depending on the amount.

The City reserves the right to waive normal requirements when it is determined to be in its best interest.

Vendors are cautioned to make certain that a written Purchase Order or a Purchase Order number issued by Purchasing has been provided to their firm prior to delivery of any material and/or service(s). Failure to secure a purchase order may result in the cancellation of the order.

Bid Openings

All formal bid openings are public, and we invite all interested parties and those vendors who have submitted bids to witness the process. The submittals themselves are available for inspection, by appointment, following the bid opening. There is no intent to make a determination of an award until a detailed evaluation has been completed by staff and a subsequent recommendation is made to the City Commission.

All bids and offers are subject to the Public Records Law and as such are fully accessible by all interested parties pursuant to Chapter 119, Florida Statutes.

Freight Delivery Point & Documentation

All City of Lake Mary purchases is considered F.O.B. destinations unless otherwise accepted by the City. Vendors may take specific exceptions and note the exception on written quotes or so stated when they give telephone quotations. The Purchase Order number should appear on all packing lists and invoices.