Are there dollar limits that govern the purchasing procurement method?
Yes. They are as follows:
A department head, with prior approval of the town manager, may make or authorize others to make procurement of supplies, services or construction items in amounts less than $3,000.00 per vendor, on a routine basis to maintain work flow and services. If the vendor is under contract with the town, the purchase shall be from that vendor, unless extenuating circumstances exist which make it impractical or undesirable to purchase from that vendor. For purchases less than $3,000.00, there shall be no need to obtain quotations. The purchases are to be reviewed quarterly by the financial specialist and the finance department for adherence to competitive and fair purchasing practices.
Prices for purchases between $3,000.00 and $10,000.00 shall be submitted in writing from the vendor or firm submitting the quotation. Purchases estimated to cost between $10,000.01 and $34,999.99 will be written and submitted by the vendor or firm quoting. Where oral quotations are received, rather than written quotations, documentation of reasons for infeasibility of written quotations shall be noted and authorized by the financial specialist prior to the purchase. Every effort will be made to obtain a minimum of three (3) or more quotations for purchases estimated between $3,000.00 and $10,000.00. Every effort will be made to obtain a minimum of six (6) or more quotations for purchases estimated between $10,000.01 and $34,999.99 for goods, supplies, material and equipment; and $10,000.01 to $100,000.00 for public works projects. Any purchase that is anticipated to exceed $35,000.00, except as allowed for public works projects, shall be posted on an electronic notification service. The town manager shall further notify the town commission of any public works projects anticipated to exceed $35,000.00 procured under this subsection.
Does the Procurement department act as the central ordering point for all Town Departments?
Yes. The Procurement department is responsible for recommending and administering purchasing policies, programs, and procedures for the acquisition of materials, equipment, supplies, services and construction projects for the Town.
Does the Town Procurement department maintain bidder's lists?
The Town of Longboat Key has elected not to maintain its own bidders list for notifications of Request for Bid (RFB) Request for Proposals (RFP) and Request for Qualification (RFQ) solicitations. In its place, the Town elected to use DemandStar (a bidder notification service) to notify and maintain a comprehensive automated vendor list. The list categorizes each vendor by commodity codes for the specific goods or services which they have selected. Businesses who have subscribed to the vendor list are notified by fax or e-mail whenever a RFB, RFP, or RFQ, has been issued for the commodity offered by the vendor.
- Firm may elect to be placed on the vendor list by completing the DemandStar Registration Form.
- To view a list of our current bids, DemandStar - Town of Longboat Key Solicitation Notices.
Is it okay for Town Departments to purchase without bidding or quoting?
Yes. The Town can take advantage any State bid contract, or any local public entity bid contract if the contract has been competitively bid with a current award period and the successful contractor is willing to extend to us the same prices, terms and conditions as the original contract. All orders $2,999.99 or more will be forwarded to Procurement for review prior to the purchase.
Where is Procurement located?
The Procurement office is located at: Town Hall, 501 Bay Isles Rd. Longboat Key, FL 34228.
Procurement is responsible for purchasing goods and services required by the Town in an efficient and economical manner in accordance with Town Ordinance Purchasing Policies and Procedures. As such, Procurement administers specifications, bids negotiations, selection of vendors and timely delivery of such goods and services for the Town.
Current Bids, Proposals, and Quotations
To view a list of our current bids, visit DemandStar - Town of Longboat Key Solicitation Notices.