Frequently Asked Questions
- Are solicitations available for download?
- What if my bid is late?
- I have a question regarding the specifications; can I get an answer from the buyer?
- We are a Minority Firm. How do we become certified as a Minority Firm with the Broward County Sheriff's Office?
- Will I get a signed contract from the Broward County Sheriff's Office?
- We are registered as a vendor with Broward County. Do we still need to fill out a vendor application with the Broward County Sheriff's Office?
- The Invitation to Bid document has a recommendation to attend a pre-bid meeting and site visit. Do I really need to do that?
- What does it mean, "taking exception" to a bid specification?
- What is the threshold (dollar value of goods) for Formal Sealed Solicitations?
- How can I obtain a tally sheet (bid tabulation), so I know what the other bids were?
- If the bid states that it is a Broward Cooperative (Co-Op) bid, do I really have to extend the pricing, terms and conditions to entities other than Broward County Sheriff's Office?
- If my firm is having trouble performing, what should I do?
Are solicitations available for download?
With the new On-Line Vendor Enrollment process, vendors may submit their entire vendor profile, including vendor name and e-mail address on-line. The Broward County Sheriff's Office will then inform all "enrolled" vendors, via e-mail, of upcoming solicitations which can then be downloaded directly from the Internet. Vendors who are already "registered" with the Broward County Sheriff's Office will also enjoy access to the new on-line features including on-line bid tabulations.
What if my bid is late?
It is the bidder's responsibility to insure that a bid/proposal is physically delivered to the correct location, prior to the time and date specified in the solicitation document. Late bids will not be opened and will not be considered, regardless of the degree of lateness or the reason related to the lateness, including causes beyond the control of the bidder.
I have a question regarding the specifications; can I get an answer from the buyer?
Any question concerning the bid should be directed, in writing to the purchasing agent, whose name and e-mail address is listed in the bid document. Correspondence should include the bid number and the opening date. No interpretation should be binding, unless provided to you in writing in the form of an Addendum or Information Letter. The bid/solicitation document will state if questions must be received by a certain number of days prior to the bid opening date.
We are a Minority Firm. How do we become certified as a Minority Firm with the Broward County Sheriff's Office?
The Broward County Sheriff's Office accepts WBE/SDBE certifications from all governmental agencies within the State of Florida and from the Florida Regional Minority Purchasing Council. The Broward County Sheriff's Office does not have a separate WBE/SDBE certification process.
Will I get a signed contract from the Broward County Sheriff's Office?
Not always. The solicitation proposal page, containing the vendor signature, constitutes an offer to the Broward County Sheriff's Office. If the solicitation does not state that an agreement will be issued, the Purchase Order, containing the signature of the Purchasing Agent, constitutes the acceptance of the offer and together, these documents are binding agreements.
We are registered as a vendor with Broward County. Do we still need to fill out a vendor application with the Broward County Sheriff's Office?
Yes, the Broward County Sheriff's Office (BSO) and Broward County purchase goods and services for their respective agencies. Your firm needs to register on-line with the Broward County Sheriff's Office at www.sheriff.org/purchasing/ to receive requests for solicitations from BSO.
The Invitation to Bid document has a recommendation to attend a pre-bid meeting and site visit. Do I really need to do that?
Mandatory pre-bid or pre-proposal meetings must be attended by a representative of your firm. Failure to do so will result in rejection of your bid or proposal. Some pre-bid conferences and site visits are not mandatory, however, in order to offer a responsible proposal, you should attend these meetings. 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 or need. The solicitation document will state if the pre-bid meeting is mandatory or if it is not-mandatory.
What does it mean, "taking exception" to a bid specification?
Whenever you deviate from a clause or specification in the bid document, it will almost always disqualify your proposal. What that tells the Purchasing Agent is that your firm cannot comply with the minimum requirements of the bid. When your proposal exceeds the minimum requirements, this in not considered "taking exception."
What is the threshold (dollar value of goods) for Formal Sealed Solicitations?
The current threshold for formal sealed solicitations is $50,000.
How can I obtain a tally sheet (bid tabulation), so I know what the other bids were?
This information is available on-line on the Broward County Sheriff's Office's web site: www.sheriff.org/purchasing. Bid results are exempt from s. 119.07(7) and s. 23(a), Art. I of the State Constitution and as a result will be available 30 days after bid opening or upon intended decision of award whichever is earlier. Bid results will not be given out by telephone, facsimile transmission or e-mail.
If the bid states that it is a Broward Cooperative (Co-Op) bid, do I really have to extend the pricing, terms and conditions to entities other than Broward County Sheriff's Office?
Yes, when you sign the bid proposal page, you are agreeing to extend the same prices, terms and conditions to the other governmental entities listed in the bid document that are part of the Broward Cooperative. A cooperative bid is when two or more governmental agencies join their quantity requirements together to obtain better pricing for their agencies.
If my firm is having trouble performing, what should I do?
As soon as it is apparent to you that your firm is having difficulty fulfilling the terms and conditions of a contract, you should contact the Purchasing Agent and arrange a meeting to discuss the problem.
Non-performance is treated on a case-by-case basis. Sometimes problems are caused by miscommunication with the user department or a misinterpretation of the bid requirements, or some other issue that can be easily resolved before the matter deteriorates further.
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