Formal Bid Process

User, in conjunction with Procurement, develops a Scope of Work (SOW) with the complete specifications and requirements for their desired goods or services.
Procurement uses the SOW and bid data sheet template to prepare official bid solicitation package.
Procurement, along with City Clerk, places advertisement on City of Doral’s Procurement website and uploads into OPENGov.
Mayor, Vice Mayor, City Council and Department Heads (Administration) are advised that the bid advertisements have been placed and that the Cone of Silence is in effect.
If needed, bidders attend the pre-bid conference and/or submit questions during the designated questions and answers (Q&A) period, if applicable.
Sealed bids are submitted by bidders, by the required date and time, on-line through OPENGov.
Bid bonds are submitted to the City Clerk.
Sealed bids are publicly opened and read aloud at the pre-established date and time.
For ITB - Bid Tabulation, Price Analysis Sheet and Award Recommendation are developed by Procurement and uploaded to OpenGov.
For RFP, RFQ and ITN - City chooses an evaluation committee that is approved by City Manager, which will review the received bids and score submittals. Based on evaluation and scores, Award Recommendation is developed.
Procurement sends Award Recommendation memo to the City Manager justifying the award for the goods or services.
City Council awards bid and City Clerk certifies resolution.
Procurement posts award on OPENGov.
Procurement, along with the User and City Attorney, work with awarded vendor to negotiate and finalize agreements.
Procurement ensures that all agreements and documentation are signed and then provides the complete package to the City Clerk for proper record keeping
Procurement updates Contract Management system and advises User to include contract number when issuing requisition.
User issues requisition and Procurement creates purchase order. Approved Purchase order is then sent to the user, who ensures that the purchase order is sent to the Vendor.