Bidding Information

Purpose

The City of Oviedo's Purchasing Division is dedicated to providing fair and equitable treatment of all persons involved in the City's procurement process, while complying with all applicable laws. We encourage all vendors to participate in the competitive solicitation process used by the City of Oviedo.

In general, price competition is the best way to make money go further. That is why the City of Oviedo advocates competition “wherever practical” in an effort to promote fairness and better pricing.

Solicitation Details

A formal solicitation is required when the purchase is anticipated to exceed $50,000. There are two basic types of formal solicitations:

  • Invitation to Bid (ITB)
  • Request for Proposal (RFP)

Formal solicitations are advertised the local newspaper. This is accomplished by placing a legal advertisement in the Sunday edition of the Orlando Sentinel. The intent of these types of solicitations is to generate as much involvement as possible with qualified suppliers. The primary difference between the two types of solicitations is the award criteria. Generally, the ITB is awarded to the lowest, responsive and responsible bidder. An RFP is awarded to the responsive and responsible proposer receiving the highest overall ranking as decided by a selection committee. During the RFP evaluation process, the top ranked respondents may be asked to give a formal presentation to the committee. Additionally, the price and other terms of agreement may be negotiated with the firm receiving the highest overall ranking by the committee.

Competitive Consultants Negotiation Act

There is one additional type of formal solicitation that is required by Florida State Statute 287.055, known as the “Competitive Consultants Negotiation Act.” This solicitation is known as a Request for Qualifications (RFQ). This solicitation is used whenever the services of a professional engineer, architect, or surveyor are required. A RFQ is similar to a RFP with the only main difference being the RFQ does not take cost into consideration, only the qualifications of the firm.

Online Vendor System

The City of Oviedo has selected DemandStar and VendorLink to provide web based services including electronic solicitation notifications and vendor database access.

Prior to October 1, 2017, The City of Oviedo used DemandStar by Onvia internet bidding service to maintain our vendor database and issue all solicitations for bids, Requests for Proposals (RFP) and Requests for Qualifications (RFQ). Vendors who wish to be placed on the City of Oviedo’s vendor list and receive automatic notification of solicitations for bids, RFPs, and RFQs are encouraged to register with DemandStar.com by Onvia. For additional information, visit the DemandStar website or call 800-711-1712.

Vendorlink

After September 30, 2017, The City of Oviedo will use the Vendorlink website to maintain our vendor base and issue all solicitations for bids, Requests for Proposals (RFP) and Requests for Qualificatioins (RFQ). Vendors who wish to be placed on the City of Oviedo’s vendor list and receive automatic notification of solicitations for bids, RFPs, and RFQs are encouraged to register on the Vendorlink website.

Participation with DemandStar or Vendorlink is not a requirement for doing business with the City of Oviedo. However, by choosing to subscribe with either provider, you will receive automatic notification of all bid and quote opportunities as offered by the City of Oviedo and other participating governmental agencies. Solicitation information will also be advertised by a legal ad in the Sunday edition of the Orlando Sentinel.

Both providers offer several subscription choices to vendors/suppliers. The subscriptions range from a single county to a group of counties, a single state to a group of states, depending on the vendor's preference.

VendorLink Fees

Subscribing members can download unlimited documents at no additional charge.

DemandStar Fees

The yearly subscription fee is based on the geographical area the vendor signs up for. If a vendor does not wish to subscribe to the DemandStar.com by Onvia network, the vendor can still download ITB and RFP solicitations from DemandStar.com by registering for their basic membership service and paying a fee of $5 for each specification downloaded. After paying the download fee, all related addenda and/or bid tabulations may be downloaded at no additional cost. Subscribing members can download unlimited documents at no additional charge. Hard copies of bidding documents may be ordered directly from DemandStar.com by calling 800-711-1712. There will be a nominal fee to cover the costs of copying, handling, and shipping.

Questions on Specifications

Questions pertaining to an ITB or RFP should be directed to the Purchasing Agent at 407-971-5534, or Email the Purchasing Division. Prospective bidders are encouraged to attend the pre-bid or pre-proposal meeting, if applicable, to ask questions or to receive clarification. When revisions or clarifications to the ITB or RFP are necessary, the City will issue an addendum. All questions received before the question deadline in the ITB or RFP document will be answered in the form of an addendum. An addendum is a written document that modifies the ITB or RFP and becomes part of the ITB or RFP documents. Addenda will be issued to all vendors listed on the plan holders list in the format that the original ITB or RFP was delivered. All addenda need to be acknowledged on the bid form of the ITB or RFP document when submitting a bid or proposal.