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Vendor Services

Understanding Goodyear’s Procurement Process

The amount of the individual expenditures for a specific commodity or service determines the level of competition required and who within the City has the proper authorization to purchase at that level. The Procurement Process Table below summarizes this process:

Dollar Limits

Competition

$0 - $4,999

Department Discretion

$5,000 - $50,000

Minimum 3 quotes submitted in writing by vendor to Department or Procurement Office

Over $50,000

Formal Bid to Procurement Office only

 

Purchases of less than $50,000 are processed as follows:

·          Purchases less than $4,999 are allowed with reasonable and adequate competition.

·          Purchases of more than $5,000 but less than $50,000 require at least three (3) written quotes, with documentation maintained by the Department.

Formal Purchasing Procedures

·          Formal purchases are those over $50,000. City Procurement Specialists issue Invitations for Bid (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), or Requests for Information (RFI).

·          Solicitations are usually advertised in the West Valley View newspaper and on the City of Goodyear website, www.goodyearaz.gov, under Business/Vendor Services link. The advertisement will state the date and time offers are due, the location where the solicitation will be opened, the general nature of the goods an services needed and instructions on how to download the solicitation from the City website. Solicitation advertisements are sent to all vendors registered in the City’s Vendor Registration System as a courtesy.

·          In some solicitations, pre-bid/pre-offer conferences are held whereby bidders/offerors may attend to ask questions, get clarifications, or receive additional information regarding the solicitation. City of Goodyear pre-bid/pre-offer conferences are usually not mandatory.

·          The formal competitive process from the issuance of a solicitation to the award of a contract generally takes approximately ninety (90) days, although some complex solicitations may take longer.

·          All solicitations are publicly opened by the City Clerk’s Office and read aloud. Bidder/offerors are welcomed to attend openings on the date and time listed in the solicitation documents. For bids, certain dollar amounts are read aloud and for proposals, RFQs and RFIs, only the names of the firms are read aloud.

·          Invitations for Bids are awarded to the bidder submitting the lowest priced, responsive and responsible offer. Request for Proposals are evaluated by an evaluation committee and scored based on evaluation criteria such as experience and expertise of the firm and staff, methodology, references, capabilities of the firm, cost, and compliance to the solicitation. Awards are made to the highest scored offeror determined to have submitted the most advantageous offer to the City.

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Last Updated: 11/17/2008


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City of Goodyear • 190 N. Litchfield Road • Goodyear AZ 85338 • Phone 623-932-3910 • Toll-Free 1-800-872-1749
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