Purchasing FAQs

The following are frequently asked questions that the Purchasing Department receives from vendors:

 

  1. How do I become a registered vendor for the City of Greenacres?

Companies shall register with DemandStar, so that your company is notified of our solicitations. To register your company, please to go https://www.demandstar.com/registration. On the registration form, enter the required information and be sure to select the City of Greenacres as your Free Agency Registration. 

 

  1. How do I know what solicitations are currently available for the City of Greenacres?

Please visit DemandStar at https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=searc...

 

  1. Can I know what other vendors are bidding during the process?

No. In order to provide our vendors a fair playing field, we can’t provide this information during the process. However, we can provide you a copy of what the City has previously paid upon request. You may even ask what our budget is.

 

  1. How do I obtain previous contract pricing?

The City of Greenacres complies with the Florida Sunshine Law. Request for public records can be submitted to the City Clerk’s office: City of Greenacres, 5800 Melaleuca Lane, Greenacres, FL 33463. Tel: 561-642-2024, Fax: 561-642-2004, Email: cityclerk@greenacresfl.gov. Companies can also contact the Purchasing Department at purchasing@greenacresfl.gov.

 

  1. If my company does not submit the lowest pricing, am I able to resubmit pricing or offer a best price guarantee?

No. In order to provide our vendors a fair playing field we ask that you submit your best offer during the time of a solicitation

 

  1. How does the bid process start?

Solicitations are initiated by the using department. Once the using department determines a need, they notify the Purchasing Department who will work with the department to develop the solicitation. Once the solicitation is finalized and posted on the City’s website, the Purchasing Department notifies potential vendors by email.

 

  1. Who should I speak to first?

The Purchasing Department first as we would like to set up your organization in our vendor database. Once that is completed we can provide your information to the applicable using department or provide you with a point of contact.

 

  1. How do I get paid?

The City complies with the Florida Prompt Payment Act (F.S. 218.70). Payments for goods and/or services are paid net 30 upon receipt of invoice after acceptance of goods or completion of services, unless otherwise specified in the agreement.

 

  1. Where do I submit my invoices?

All invoices shall be submitted to Accounts Payable by mail to 5800 Melaleuca Lane, Greenacres, FL 33463. In addition to mailing, invoices can be submitted by email to ap@greenacresfl.gov. The Accounts Payable Technician will send the invoice to the using department for payment initiation.

 

  1. Who should I contact to check the status of my payment?

Vendors shall contact the using department for status of payment, as they are the ones who initiate the payment. Invoices must be approved and received in for payment before Accounts Payable issues the payment.

 

  1. Does the City sign vendor contracts?

Typically, the City of Greenacres does not sign vendor contracts instead we use our purchase order as our legal binding agreement. However, there are some instances where the City will consider signing off on a contract. This is handled on a case-by-case basis.

 

  1. Does the City make deposits?

The City of Greenacres does not make deposits for commodities or services. We use our purchase orders as our legal binding agreements with our vendors. We also comply with the Florida Prompt Payment Act (F.S. 218.70).

 

  1. How much business does the City have?

The City budgets to spend over 9 million in a fiscal year for goods and/or services.

 

  1. How often do contracts become available?

The time periods vary on individual contracts. Contracts for commodities or goods have the shortest time span are generally one-year contracts with two, one-year renewal options. Contracts for services are usually written for two to five years, and include renewal options. This is to ensure that the City is obtaining competitive pricing.

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