047-1999 LTC
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fI.us
L.T.C. NO. 47- 1999
LETTER TO COMMISSION
TO:
Mayor Neisen O. Kasdin and
Members of the City C mission
DATE: February 19, 1999
FROM: Sergio Rodriguez
City Manager
SUBJECT: Bid Respons
On January 20, 1999, during the City Commission meeting, concerns were expressed by the
Commission as to the low number of proposals received in response to Bids, RFP's, RFQ's, RFLI's,
etc. It was requested for the Administration to explore other opportunities that would yield the City
a greater number of responses to future bids. The Procurement Division performs and has
implemented the following processes to increase the quantity of responses to formal solicitations;
~ Place a Legal Notice in the Miami Daily Business Review.
~ Notify all vendors listed in the Financial Management Purchasing Vendor Database
System for the specific commodity group of the solicitation by mail or facsimile.
~ Request a listing of suggested vendors from the requesting Department and/or the
project Consultant.
~ Review trade journals, Thomas Register, Building and Construction Blue Book,
yellow pages and Internet for possible sources.
~ Review State, Miami-Dade County and other Municipal Bids for potential sources.
~ Post a list of all Solicitations on the City of Miami Beach Internet Web Page.
~ Work with the using Departments to issue Bid/RFP/RFQ/RFLI documents that are
issued in a commercially acceptable format with specifications that are open and
competitive.
~ Developed a standard Bid/RFP/RFQ format to increase vendor responsiveness.
~ Installation of a Fax-on-Demand System will allow prospective vendors to receive
Bid/RFP/RFQ/RFLI documents, Bid Tabulations, etc. directly to their fax machines.
Currently only Vendor Applications are available through this system.
Memorandum
February 17, 1999
Page 2
Additionally, the Procurement Division is actively seeking the increase of vendor participation in
the procurement process by:
~ Attending business development and minority business trade shows, conferences, etc.
~ Involvement with Local, State and National Purchasing Associations which share
vendor databases, solicitation information. etc.
If you require any additional information, please contact me.
SR:~~