Purchasing Division
How to do business with Charlotte County
Thank you for your interest in doing business with Charlotte County. We look forward to doing business with you and are interested in your concerns about the Charlotte County purchasing process. The following information is provided to acquaint vendors with the selling opportunities through the County, describe procedures and requirements for doing business, and promote good purchasing/sales relationships making efficient use of both party’s time. Vendor feedback is valued, feel free to write or call with comments or questions. The Purchasing Division’s contact information is available on this website at the following link: http://www.charlottecountyfl.com/purchasing/contacts.asp
There are four ways to obtain information on doing business with Charlotte County.
1. Visit this Website. You can access a listing of current solicitations available, Bid / Quote / Proposal documents, and various forms. Should you require assistance, please feel free to contact us at (941) 743-1378.
2. Visit our office in person: Charlotte County Purchasing Division, 18500 Murdock Circle, Suite 344, Port Charlotte, FL 33948.
3. E-mail us at Purchasing@charlottecountyfl.com
Products/Services Required
The County operates buildings, offices, recreational facilities, etc. and requires a long list of products and services. Some of these services range from minor/major construction projects to hazardous waste removal. Products can range from office furniture to vehicles, and everything in between. It is important to keep informed of our requirements.
General Information
Purchase Levels - The County buys at three (3) different levels. The first level is anything of value less than $5,000 of which the requesting department has the responsibility and the authority to select the vendor and obtain pricing information. The second level is anything of value between $5,000 up to $50,000; a Request for Quotation is issued to three (3) or more vendors. The vendor exhibiting the best price, delivery, and/or additional criteria is awarded the order. The third level is for products or services valued at more than $50,000, official sealed bids are solicited and electronically posted on the County's website for at least ten (10) days before the dates set for receipt of bids, proposals or replies unless the Purchasing Division determines in writing that a shorter period of time is necessary to avoid harming the interest of the County. In the case of a construction project, projected to cost more than $200,000, a notice shall be publicly advertised at least once in a newspaper of general circulation. Bids are due at a specified time and place, and the bid opening is public. The majority of Charlotte County Purchasing Bid Openings are held at 2:00 pm on Wednesday of each week in the Purchasing Division’s Conference Room.
Bidders and the public are encouraged to attend bid openings and may examine the bid documents after all bids have been opened in accordance with Florida Statutes -Section 119.07, "Inspection and Examination of Records - Exemptions". Within a reasonable time following the bid opening, the bids shall be tabulated and the results presented to the department or division that requested the bid for their recommendation of award. When the Purchasing Division receives this recommendation, Purchasing initiates an award memo along with a recommendation and presents it to the County Administrator or the Board of County Commissioners for consideration, depending upon the approval dollar limit. Bid information will not be divulged over the telephone. Tabulation sheets are posted for the public within ten (10) days after the bid opening. Results may be obtained by viewing the tabulation sheets, which are available on the automated faxback system, our office or our website: http://www.charlottefl.com/outreach/purchasing/bids/
Award Policy - An award will be made to the lowest responsive, responsible bidder/vendor. The factors used to determine whether a bidder/vendor is complying will be incorporated into the request for bid/quote. Those factors may include, but not be limited to, specifications, price, responsibility, qualifications, and capabilities of respondent, availability of funds, and time of delivery of product(s)/service(s).
Prompt Payment - After delivery of product(s)/service(s), the vendor submits invoice(s) for payment to the Charlotte County Purchasing Division. Payment(s) can be expedited by preparing in accordance with instructions given, and will be made in accordance with Sections 218.70 through 218.79 Florida Statutes, Florida Prompt Payment Act.
Vendor List/Application
A list of vendors, categorized by products and/or services, is maintained for the purpose of solicitation of bids and/or requests for quotation. To apply, a vendor must complete the vendor application process on-line at this website and the following link: http://www.charlottefl.com/outreach/purchasing/vendor/public/default.aspx. The first step is to complete an application completing your general information (general information, addresses, licenses, type of organization and signature). The second step is choosing the commodity/service codes (NIGP Codes) which detail more specifically those areas that identify the type of products or services your company can offer. Once you have completed the on-line application process, when the County has a requirement for a specific item, a notice or request for quotation/bid will be sent to those vendors appearing on that specific commodity/service code listing. Responding to every notice or request is important in order to remain on the vendor's list. Responses of "no bid" or "not able to quote" are acceptable and tell the Purchasing Division that the vendor, although unable to participate at this time, does wish to remain on the list.
1. Vendor's Application - Please fill out the application completely, providing general vendor information, address, license information, ID and signature.
2. Completion of Commodity/Service Codes - The commodity/service items assist the County in identifying the type of products or service your company can offer.
Upon completion of your on-line application, your firm will be placed in our Vendor's Listing System and you will be notified of upcoming bids/quotes/proposals for the commodities/services you have indicated an interest in.
If you are unable to locate the commodity/service code that you feel your firm can furnish, please feel free to contact us at 941-743-1370.
Also, if at any time your office relocates or you need to update the general vendor information that we have on file, please complete the vendor address change form on-line at the following link: http://www.charlottefl.com/outreach/purchasing/vendorchange.asp
Please contact us at (941) 743-1378 should you wish to schedule an appointment with one of our Contract Specialists to discuss your firm and Charlotte County's procurement requirements.
Objectives of government procurement
1. To purchase goods and services at the lowest total cost consistent with needs, using specifications that will attract wide competition, as appropriate.
2. To maintain required quality standards.
3 . To promote standardization and simplification of specifications.
4. To minimize inventory accumulations and the attendant carrying costs.
5. To assure a continuing supply of materials.
6. To support the functions of the various departments and activities of the government.
7. To administer the procurement process in an open, competitive, fair manner, and without conflict of interest, or other impropriety, or the appearance of impropriety.
