Accounts PayablePayments are made from approved invoices. To avoid delays, submit a complete invoice that includes: the purchase order number, if applicable, a description of the item(s) or service, who received the item(s) or service, and the quantity, unit price, delivery charges and total price, along with any discount terms that may apply. The City will make payments in accordance with the Florida Prompt Payment Act Florida Statutes, Chapter 218 Part VII. The City’s standard payment policy pays vendors within 30 days after receipt of an approved invoice.
All vendors should submit their invoices directly to Accounts Payable. The quickest method is via email to firstname.lastname@example.org, or fax to (954) 922-5619. You may also send them via regular mail to:
City of Dania Beach
Attention: Accounts Payable
100 W. Dania Beach Blvd
Dania Beach, FL 33004
Our Payroll Department representative can be reached at (954) 924-6800 x3659 or via email to email@example.com. Employment verifications are made through the Human Resources Department at 954-924-6800 x3707 or via email to firstname.lastname@example.org.
Purchasing DivisionThe Purchasing Division is responsible for maintaining vendor information and overseeing, reviewing and processing purchase orders of $2,500 or greater. The Department also participates in developing bid packages, requests for qualifications, and requests for proposals, reviewing and evaluating all solicitations received, and recommending award of the solicitation. In addition, Purchasing is responsible for managing the City’s purchasing card program, and the transfer and disposal of surplus property through auction and other means.
The Purchasing Division maintains a Vendor List for products and services procured by the City of Dania Beach. It is essential that business owners wishing to conduct transactions with the City of Dania Beach register as a vendor. If you wish to participate, please complete the Vendor Application and submit a W-9 form and BTR license, if applicable. Register as a new vendor with the City of Dania Beach here.
All vendors doing business with the City should be registered with the State of Florida. If the company is an out of state company, it should have a foreign registration with the State of Florida to do business in Florida. Companies can register online at www.sunbiz.org for a nominal fee.
It is the responsibility of the vendor to notify Purchasing of any changes that will alter the mailing or faxing of bids to that vendor. Information such as phone and fax number changes, address changes, etc. must be faxed, mailed, or e-mailed to this division. Any outdated information will be cause for the vendor to be dropped from the Vendor List.
Purchasing Requirements & Thresholds
The City of Dania Beach maintains a decentralized purchasing process. Each Department is responsible for procuring authorized commodities and services as necessary to fulfill their needs by obtaining quotes to ensure competitive bidding in accordance with the City’s procurement policy. Once received, quotes are submitted to the Purchasing Division for review and approval.
The City of Dania Beach has established thresholds for the method of procurement based on the dollar value of the purchase. A Purchase Order must be issued for goods or services that exceed the $2,500 threshold.
- Purchases less than $2,500 do not require quotes.
- Purchases from $2,501 to $5,000 require three verbal quotes.
- Purchases from $5,001 to $25,000 require three written quotes.
- Purchases greater than $25,000 require formal solicitation for bid/proposal.
The requirements for quotes or bids/proposals may be waived if an opportunity to piggy-back another governmental entity’s competitive bid is available. This can save the City the cost of soliciting formal bids for the same commodity or service. It is against the City’s Procurement Policy to split a purchase into two or more orders to avoid the $2,500 limit and related requirement for three verbal quotes.
Once quotes, bids, or proposals are received, the department requesting the purchase will be involved in evaluating the results. For purchases under $25,000, the City Manager or designee will approve the purchase. For purchases exceeding $25,000 the City Manager will make a recommendation to the City Commission for award. Once an award is made, a purchase order is completed and forwarded to the user department. The user department will contact the vendor to place the order. Vendors should not start work until a purchase order is received. The City of Dania Beach is not liable for work performed without a purchase order.
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Generally, price competition is the best method of procuring goods and services. The City advocates competition to the greatest practicable degree in an effort to promote fairness and better pricing.
Formal Solicitations are required when purchases are anticipated to exceed $25,000. There are two basic types of formal solicitations:
- Invitation to Bid (ITB)
- Request for Proposal (RFP)
Both of these formal solicitations must be advertised in the local newspaper and may also be advertised in other area newspapers and professional trade journals to generate as much involvement as possible with qualified suppliers. The primary difference between these 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 (CCNA)
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.
Single/Sole Source Information
These postings are designed to advise the supplier community, and the public, that the City of Dania Beach intends to enter into a non-competitive agreement to purchase a product and/or service.
As prescribed by Florida Statutes 287.057, each posting will remain on the public list for 7 business days. Please contact Purchasing if you have any questions or need further clarification.
The City of Dania Beach requires anyone who is performing any work on any City owned property to provide the following forms of insurance:
- General Liability
- Automobile Liability
- Workers’ Compensation
The City has established standard insurance requirements that apply to the majority of city projects/purchases. Refer to the ITB or RFP specifications for any exceptions to the standard requirements to ensure that you comply with all of the City’s insurance requirements before submitting your quote, bid or proposal.
For general questions, please contact the purchasing division at (954) 924-6800 x3671, by fax at (954) 922-5619, or via email to email@example.com.