Information
Steps for Doing Business with the City of Leesburg:
For Your Information:
How To Register With The City
The City of Leesburg Purchasing Department has contracted with DemandStar.com for the maintenance of an automated bid notification system categorized by specific commodities and services and completed registration forms are sent to this agency. Businesses who have subscribed to the service are notified by fax or e-mail whenever an invitation to bid, request for proposals or request for quotes has been issued for the commodity or service offered by the business. To have your firm placed on the automated vendor list, contact DemandStar.com at (800) 711-1712 for details on the subscription services and fees.
The Purchasing Office is open Monday through Friday, 8:00 a.m. to 4:30 p.m. (most legal holidays are observed.) The office is located at:
Joe Tardugno Municipal Operations Center
2010 Griffin Road
Leesburg, Florida 34748
Our purchasing personnel will be pleased to meet with you; however, since their time is limited, we encourage you to make an appointment in advance.
In order to register with the City of Leesburg, please complete the attached Vendor Registration Form 
[49KB]. Follow the instructions for proper completion of the form. You must clearly indicate the particular items or services for which you are interested in receiving bid invitations or the name of your company cannot be placed in our files. If you desire, catalogs or descriptive literature may also be submitted at this time.
Mail your completed registration to:
City of Leesburg
Purchasing Department
2010 Griffin Road
Leesburg, Florida 34748
Responding To Bid Solicitation
Written Quotes and Invitations to Bid
You will receive by mail, an information package necessary to respond to the quote or bid or notification of availability of the bid package.
The information package will consist of a quote or bid form and specification of the item or service to be purchased, the terms and conditions governing the bid, and will become a part of the actual contract if you are awarded the bid. (Specifications: A detailed description of goods or services requested.)
Read all instructions carefully. Failure to properly complete bid forms and comply with all instructions may result in disqualification of your bid.
If you have any questions or need assistance, call the Purchasing Manager identified on the form.
Hand delivered quotes or bids must have a date and time stamped on them by a Purchasing Office representative located at: Joe Tardugno Municipal Operations Center, 2010 Griffin Road, Leesburg, Florida 34748.
Only quotes or bids properly received and date stamped, by scheduled time of opening, will be accepted. All others will be returned unopened, and not considered in the award.
No bid may be withdrawn or modified after the bid opening.
Telephone Quotations
You may receive a call from the buyer who will provide you with all the information needed to bid. You have the option to state your quote during the conversation or to call back by the deadline; otherwise, your opportunity to bid is forfeited.
Telephone quotations have the same integrity as written bids, and the most responsive and responsible bidder will receive the award. (Quotation: To state a price required to provide goods or to provide a service.)
Obtaining Bid Award Results
Written Requests for Quotations, Bids, or Proposals
Bids are awarded to the lowest, most responsive and responsible bidder. Bids must be read and tabulated; then analyzed by the Purchasing Department and requesting department to determine the lowest, most responsive and responsible bid. The City reserves the right to waive any informalities, or to reject any and all bids or any part thereof, or to re-advertise for all or any part of bids as it deems necessary in the best interest of the City.
You may attend the bid opening to hear the bid results. Analysis and award are generally completed within 10 days.
Telephone Quotations
You may call the buyer the next working day to find out who has been awarded the bid.
Responsibilities When Awarded Bid
Contract Documents
A purchase order issued by the City to your company will be the contract or a written contract will be entered into with your company. In the event of a written contract, it is the responsibility of the successful bidder to promptly sign and return all contract documents including any required insurance certificates and performance bonds.
Construction contracts will specifically state the conditions under which change orders will be allowed.
Delivery of Goods/Services
An official City purchase order is your authorization to begin deliveries.
Deliveries of goods/services must be in accordance with the City's written and/or verbal instructions.
Acceptance of delivery is based upon inspection and approval by the receiving department.
In order to obtain payment for goods/services provided, submit an invoice to:
City of Leesburg
Accounts Payable Section
P.O. Box 490630
Leesburg, Florida 34749-0630
Reference Purchase Order on all invoices, packages, packing slips and written documents. No payment will be sent without the purchase order or contract number.
You may expect to receive payment within 30 days of receipt of invoice depending upon terms of your agreement with the City.
Please note that the City is tax exempt and does not pay sales tax.
Questions regarding payment should be directed to the Accounts Payable Section, telephone number (352) 729-9710.
- To ensure a completed Vendor Registration is submitted to the Purchasing Department.
- To notify Purchasing of any name or address change or changes in product or services offered.
- To read all detailed specifications and bid documents, and to comply with all instructions and required conditions. Any addition, deviation or omission may be grounds for disqualification. Bidders and vendors who do not fully understand a request should contact Purchasing and ask for an explanation from the buyer of the item in question.
- To quote firm contract prices only. The bid price shall be for complete installation or delivery, ready for owner's use, and shall include all applicable freight and installation charges, except where otherwise provided.
- To submit bid proposals or letter quotes on forms supplied by the Purchasing Office except as otherwise expressly authorized in writing.
- To assure that an original signature of an authorized representative of the firm is on the bid document.
- To ensure that bids are submitted to the Purchasing Office before bid opening time. Failure to do so will result in the bid being returned unopened.
- To provide the proper quality of product. When submitting an alternate bid, the bidder shall clearly identify the bid as an alternate by crossing out the product specified and typing or printing the word "alternate" and entering the unit price and the extension in the same manner as bidding upon the specified product. A brochure or literature describing the alternate should be included. The Purchasing Department will assume that the bid is on the specified product if this is not done.
- To provide a reasonable and competitive price.
- To provide, upon request, a schedule of delivery of items or services.
- To process all orders promptly and accurately.
- To provide information on new products, processes, materials and provide demonstrations or samples when requested.
- To comply with the City’s purchasing policies and procedures. It is the vendor’s responsibility to contact the Purchasing Department for this information.
Pre-Bid and Pre-Proposal Conferences
Pre-bid and pre-proposal conferences are held whenever complex products or services are being processed. These meetings give you - the vendor - the opportunity to meet buyers and department staff and to examine and discuss specifications, bid conditions, and delivery information.
The Purchasing Office enters into two types of purchases: Open Market and Contract.
Open Market
Purchases of a specific item, equipment, or service, at a firm price, for a fixed quantity at a specified delivery time. Awards are made to the most responsible and responsive bidder who meets the specifications and conditions.
Contract Purchases
Purchases of estimated quantities of items, equipment, or services at a firm unit price for a specified period of time. Estimated quantities are established through prior usage by City departments. Actual orders placed during the contract period may vary from the estimates given.
Awards are made to qualified single or multiple vendors who meet the specifications and conditions. Most contracts are awarded for one year although they may be for longer or shorter periods.
Purchases of $5,000.00 or more are routinely advertised in the legal section of local newspapers and posted at the Purchasing Department, unless an emergency situation exists. In that case, no advertisement is required.
Security/Bonding Requirements
Security is not required on the majority of purchases made by the City. If security is required, the specific conditions contained in the bid invitation will indicate the kind and amount. When a bid deposit is required, a bid will not be accepted without it. The principal types of security are as follows:
Bid Deposit
A bid bond signed by a surety company licensed to do business in the State of Florida or a bank cashier's check, certified check, bank treasurer's check, U.S. Postal money order, or other direct obligation drawn on a responsible bank doing business in the United States. Personal or company checks are not acceptable. The deposit must be made payable to the City of Leesburg, in the amount specified in the bid package and enclosed with your bid. The bid deposit will be forfeited to the City should the successful bidder fail to accept the award. Bid deposits are returned to the unsuccessful bidders within 10 days after the award and acceptance by the successful bidder.
Performance and Payment Bond
A Performance and Payment Bond payable to the City of Leesburg, in the amount specified in the invitation to bid, is required only from the successful bidder. Performance and Payment bonds are retained by the City until all items, equipment and/or services specified in the contract or purchase order have been completed to the satisfaction of the City. The Performance and Payment Bond will be forfeited to the City should the successful bidder fail to comply with the terms and conditions as set forth in the specifications and award.
Insurance
Whenever a purchase order or contract requires the vendor to perform an installation, repair, or service on City property, it will be necessary for the vendor to provide an insurance certificate evidencing insurance coverages as may be required and naming the City as an additional insured.
Bidding Construction Projects
The Purchasing Department manages the distribution of information regarding contracts in the following categories:
- Major construction projects including buildings, roads, bridges, and other projects that involve public health and safety.
- Engineering Services
- Architectural Services
- Land Surveying Services
A public notification of intent to receive bids for projects is published in local newspapers, distributed by DemandStar.com and posted at the Purchasing Department.
Prospective bidders must purchase the documents directly in order to be eligible to bid.
Specifications and contract documents can be purchased from the Purchasing Department, 2010 Griffin Road, Leesburg, Florida, 34748 or by calling DemandStar.com at (800) 711-1712.
DemandStar.com / Vendor Registration
The City of Leesburg has contracted with DemandStar.com effective April 15, 2000 to maintain a vendor information system on the Internet.
A yearly subscription fee is charged by DemandStar.com for automatic notification of bid opportunities and any addenda issued by the Purchasing Department and any other government agency in Lake County that participates in the DemandStar.com system. If you would like more information about DemandStar.com's services, please call (800) 711-1712 or visit their web site at http://www.demandstar.com.
Participation in the DemandStar.com system will enable vendors to maintain their vendor file, download bid packages and submit responses to bid invitations via the Internet as these services become available.
Vendors will only need to register once with DemandStar.com to receive information from all participating agencies in Lake County. Participating vendors will automatically be notified as new Orange County agencies come on-line.
Participation in the DemandStar.com system is not a necessary requirement for doing business with the City of Leesburg. If you choose not to register with DemandStar.com, you will not receive automatic notification of bid opportunities. You will still be able to get bid information at no cost by utilizing the following methods:
Vendors may come to the City Purchasing Department located at 2010 Griffin Road, Leesburg, Florida, 34748.
You are encouraged to review the legal advertisement section of local newspapers in which the City's proposed procurements are publicized. All Invitations to Bid may be examined and/or picked up at the Purchasing Department, 2010 Griffin Road, Leesburg, Florida, 34748.
The following purchasing methods are used by the City to acquire products, services, and equipment:
Informal Quotes (less than $1,000)
Departments solicit verbal quotes from selected vendors. Vendors should take particular care when quoting prices to assure accuracy. Quotes should be provided by the required date and time. The requesting Department selects the lowest quote meeting required specifications for award.
Written Quotes (Up to $5,000)
Written quotes for purchases from $1,000 to $5,000 are solicited by issuance of a Written "Request for Quote" to a minimum of three vendors. Usually these "Requests for Quotes" are sent via facsimile (fax). The "Request for Quote" details the quantity of items being purchased and the City's specifications. Vendors must return the completed "Request for Quote" within the designated time period. Buyers and Departments review quotes and make the award to the lowest and most responsive vendor.
Formal Sealed Bid (Over $5,000)
All purchases exceeding $5,000, whether a ONE-TIME PURCHASE or a CONTRACT PURCHASE, are acquired through this process.
Legal notices are published in local newspapers informing the public of products or services being solicited. Notices of the bid are automatically faxed to vendors who subscribe to the DemandStar.com bid notification services for the specific commodities or services that are being solicited.
Bid packages are prepared with the appropriate terms and conditions, and detailed specifications including items bid, units, and total (or estimated) quantity desired, instructions for bidding, delivery information, and any special requirements for bidding.
Assigned dates for a Pre-Bid Conference (if any) and for the Public Bid Opening are also included.
Sealed bids or proposals are publicly opened and read at the time designated in the bid documents and legal notices. Public bid openings are held in the Purchasing Conference Room, 2010 Griffin Road, Leesburg, Florida, 34748.
Bid tabulations showing bid results are available in the Purchasing and are available by fax 24 hours after the opening. To receive a faxed copy, please call (352) 728-9880. A copy of the Bid Tabulation may also be obtained by submitting a stamped, self addressed envelope with your bid.
Bids are evaluated and recommendations are forwarded to the appropriate level of authority for review, approval, and award.
Recommendations for award are given to the City Commission for approval. Bids and/or contracts are awarded to the lowest responsive, responsible bidder(s) meeting City specifications.
Read all instructions carefully. Failure to properly complete all bid forms and comply with all instructions may result in disqualification of your bid. Unsigned bids will be automatically rejected.
Bid responses shall be made available for public inspection shortly after the bid opening and Request for Proposals responses ten (10) days after proposal opening. To arrange for inspection, you may contact Purchasing at (352) 728-9880.
Common Problems That Result In Bids Being Rejected
The following is a listing of some of the more common mistakes/problems that result in bids being rejected. This is only a partial listing, therefore, the General Conditions and Special Terms & Conditions should be thoroughly reviewed before submitting a bid:
- Not properly signed by appropriate official.
- Failure to fill out the bid in ink.
- Failure to initial price changes.
- Taking exceptions to terms and conditions.
- Failure to meet the minimum requirements of the specifications.
- Failure to provide bid security, when required.
- Failure to provide all required information/documentation and complete all forms.
- Failure to deliver the bid on time to the proper location.
- Failure to sign and return all addenda which have been issued.
- Incorrect total bid price.
Sale of Surplus Materials & Equipment
There are occasions when the City becomes the seller and actively seeks buyers. This happens when equipment and materials have been declared surplus to City need.
The Purchasing Office in accordance with Florida State Statute 274.06, advertises in a local newspaper of general circulation in accordance with all requirements, stating time, place and a general description of equipment to be sold and whether the sale will be by public auction or sealed bid.
Selling to the City of Leesburg is not as difficult as you may envision. Some helpful hints to a business interested in selling include:
- The Bidder's Certification Form in the Invitation for Bid must be signed by an authorized person with the authority to legally bind the bidding firm.
- Written Quotation Requests must be signed by an authorized member of the firm, when required.
- Bid Security must accompany your bid when required by the Invitation to Bid.
- Group Awards - all items within the group must be bid to be considered for award.
- Supporting literature (if required) must accompany bid documents.
- Addenda (when issued) must be signed and returned with your bid to acknowledge receipt.
- Items must be delivered exactly as bid by awarded bidder.
- Respond to every Invitation to Bid which you may receive-if the response has to be No Bid, that is acceptable, it tells the Purchasing Office that you do not care to bid at this time. State the reason for the No Bid and that you would like to continue to receive Invitations to Bid.
- Immediately contact the Purchasing Department to clarify any questions you may have.
- Make sure you notify the Purchasing Department of any change to your fax number, address or other pertinent information.
How To Submit A Formal Sealed Bid
Contents of Solicitations
The Invitation to Bid contains the specifications for the commodity or service being purchased, and the terms and conditions governing the bid.
Adherence to Specifications
Manufacturer's names, trade names, brand information and/or catalog numbers listed in a specification are for information and establishment of the quality level desired and is not intended to limit competition unless the bid so stipulates. When the bid allows equal or equivalent products that conform to the required specifications indicate on the bid form the manufacturer's name, model or catalog number as may be required. You should submit with your bid complete descriptive literature and/or specifications if requested. You should also explain in detail the reason(s) why and how the proposed items will meet the specifications and not be considered an exception and submit adequate information to document this claim. The City of Leesburg reserves the right to be the sole judge of what is equal or equivalent. Bids that do not comply with these requirements are subject to rejection. If you fail to name another item(s), it will be assumed that you are bidding on, and will be required to furnish, goods identical to the bid standard.
Bidding Prompt Payment Discounts
You may offer a cash discount for prompt payment; however, such discounts will not be considered in determining the lowest net cost for bid evaluation purposes. Your bid should reflect the lowest unit price on the Bid Response Form (without deductions for payment discounts).
Doing business with a government can be complicated and even inconvenient if there is confusion regarding basic rules and procedures which are necessary to protect the taxpayer.
This publication is an attempt to ensure that doing business with the City of Leesburg is a positive experience.
Proper communication between the buyer and seller will invariably engender the understanding necessary to avoid confusion and inconvenience.
No single publication can answer all questions nor solve all problems occurring in even the most simple business transaction. It is hoped, however, that this effort will provide all parties with sufficient information to avoid the more common pitfalls.