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How to Do Business With Coral Gables

Helpful Hints

• Acknowledgment Form must be signed by an authorized member of the business.
• Bid Deposits/Bonds (if required) must be submitted prior to bid closing.  A copy should accompany bid documents when submitted.
• Supporting literature (if required) must accompany bid documents.
• Addenda (if required) must be signed and accompany bid documents.
• Read the Solicitation Document carefully to understand what is being requested.
• Ask questions prior to the Solicitation Closing during the Question and Answer period.
• Shall/Will or Must means mandatory and is a binding requirement on either the contractor or the purchaser.
• Equivalent means items offered must be equivalent as to function, basic design type and quality of material, method of construction and any required dimensions.
• Respond to every bid invitation – if the response is “No Bid”; it tells the Procurement Division that you do not care to bid at this time but would like to continue receiving bid invitations. Complete the “Statement of No Bid” form.

Website

On our website, vendors have access to our current solicitations, results and notices of awards, current contracts, staff directory, and public meeting notices. Our division page is coralgables.com/departments/procurement.

Public Notices

Notices for Solicitations are posted in the Daily Business Review. They can also be found at the City Clerk’s Office.

Types of Purchases

The City of Coral Gables obtains products and services through:

1. Small purchases: Purchases that can be secured by the user department without competition for under $1,000, or over $1,000 and under $10,000 with three verbal quotes, or over $10,000 with three quotes in writing. 
2. Informal Bids: Over $10,000 and under $25,000, these bids require at least three quotes.
3. Formal Competitive Bids and Proposals: Invitations to Bid (ITBs) and Request for Proposals (RFPs) valued at $25,000 or more are prepared by the Procurement Department and posted on our website.

How to Submit Bids

The City of Coral Gables Procurement Division utilizes Infor, a web-based e-Procurement service to post and receive all competitive solicitations. To receive bid notifications, you must register with Infor as a Supplier. To begin the registration process, access the Infor Supplier Portal by visiting coralgables.com/services/supplier-services.

Vendor Responsibilities

• Ethical Behavior – All vendors who conduct business with the City of Coral Gables are expected to conduct business in a professional and ethical manner.
• Performance Standards – All vendors who conduct business with the City of Coral Gables are expected to perform and be in compliance with all contract terms once awarded.
• Notice to Proceed – All vendors should ensure they obtain a notice to proceed before performing any work or services.
• Changes/Modifications – No changes to the scope of work will be permitted unless an official change order or modification is issued by the City to authorize the change.

Special Requirements

• Pre-bid Conferences: Are designed to give the vendor the opportunity to meet purchasing agents, end users, as well as examine and discuss specifications, bid conditions and delivery information. If attendance is mandatory, bidders must attend or be disqualified.
• Insurance: Some bids require proof of insurance with endorsements to be submitted before award recommendation.

Additional Information

This page offers vendors a summary of information needed in order to conduct business with the City of Coral Gables. If you have questions that are not answered in this guide, please contact us at procurement@coralgables.com or 305-460-5102.