The City of Rochester procures goods and services through two different processes, depending upon legal requirements. Procurement that requires competitive bidding, including commodities and public works contracts, are administered by the Bureau of Purchasing. Procurement of professional services, such as engineering and design services, is through a Request for Proposal (RFP) process administered by various operating departments.
Competitive Bidding Process
The City of Rochester purchases goods and services by soliciting competitive bids through formal advertisements and/or requests for quotations (RFQ). The bid(s) are awarded to the bidder(s) who submits the lowest price; is responsive (offers what the City wants to purchase); and is responsible (has the resources-experience, finances, stock, etc., to be able to perform the contract and has a satisfactory record of completing contracts).
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Request for Proposal (RFP) Process
Professional service agreements are contracted for services provided by individuals or organizations that have special licenses, technical skills, training or expertise, and where the nature of the services provided are difficult to specify in a competitive bidding document. When a professional service agreement is needed, the City department requiring the services will issue an RFP, review proposals, and recommend a selection to the Mayor. City Council approval is required for agreements over $10,000. Professional service agreements are not administered by the City’s Purchasing Bureau.
The City of Rochester participates in the Empire State Purchasing Group, which uses BidNet Direct as its electronic bidding service. BidNet Direct is free to all people wanting to access City bid information for public works and commodity contracts. All new City bids are posted and available only on the BidNet website. From the BidNet site, vendors will be able to:
- Sign up as a registered user.
- View and download all bid documents and addenda (except for public works bid documents) at no cost.
- Find bid results and contract award information.
- Submit bids electronically for most City bids (excluding public works bids).
Although BidNet Direct is free, those wanting to use BidNet as one of their main solicitation portals can purchase an annual membership. For an annual fee of $89.95, BidNet also offers vendors the option to receive email notifications of any upcoming City bids. Please visit BidNet Direct for more information.
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