FREQUENTLY ASKED QUESTIONS (FAQs)
The following FAQs and responses offer general guidance on common public procurement inquiries, designed to help vendors and contractors navigate Florida’s diverse public procurement landscape.
1. How do I register as a vendor for Florida state and local government contracts?
Response: To register as a vendor for Florida state contracts, visit the Florida Department of Management Services (DMS) Vendor Registration portal. For local government contracts, you must register with each city or county’s procurement office. Most local governments have their own registration portals.
2. What is the process for submitting a bid for a state or local government contract?
Response: Bids for state contracts can be submitted through the MyFloridaMarketPlace (MFMP) system. Local governments may use different platforms like the Vendor Bid System (VBS) or individual city/county portals. Ensure your bid meets all the requirements specified in the solicitation and submit it by the designated deadline.
3. What is a “Notice of Intent to Award” in government procurement?
Response: A “Notice of Intent to Award” is a public announcement made by the government agency (state, county, city, etc.) indicating the vendor selected for contract award. It’s typically published after the evaluation process, and vendors may have the opportunity to file a protest if they believe the process was flawed.
4. How do I know if I’m eligible to participate in Florida’s set-aside programs?
Response: Set-aside programs are available to small, minority-owned, women-owned, and veteran-owned businesses. Eligibility for these programs is determined through certification processes. Florida’s Office of Supplier Diversity (OSD) certifies DBEs, and local governments may have their own certification programs as well.
5. What is the difference between a Request for Proposals (RFP) and an Invitation for Bids (IFB)?
Response: An RFP is used for complex procurement projects where evaluation of technical expertise, qualifications, and methodology is necessary. An IFB is used for straightforward procurements where price is the primary evaluation criterion.
6. How do I get certified as a Disadvantaged Business Enterprise (DBE) in Florida?
Response: To become certified as a DBE in Florida, submit an application to the Florida Office of Supplier Diversity (OSD) or through other certifying bodies such as the Florida State Minority Supplier Development Council (FSMSDC). Certification documentation varies but typically includes proof of ownership, control, and business structure.
7. What is the Florida Vendor Bid System (VBS)?
Response: The Florida VBS is an online portal where state agencies, cities, and counties post procurement opportunities. Vendors can search for bids and submit proposals. Registration is required to access the system.
8. How do I know when the next government contract opportunity is available?
Response: Procurement opportunities are published in the Florida Vendor Bid System (VBS) for state contracts and on local government websites for city or county-level contracts. You can sign up for notifications based on your areas of interest or specific keywords.
9. Can I submit a bid for a contract after the deadline?
Response: No, bids or proposals submitted after the deadline will not be considered. Make sure to submit your bid on time. If there are any issues, reach out to the procurement office before the deadline.
10. What happens if I’m awarded a government contract?
Response: If awarded a contract, you will receive a “Notice of Award” and will need to finalize the contract documents. You will then begin providing the goods or services outlined in the contract according to the terms specified.
11. How can I protest a contract award?
Response: If you wish to protest a contract award, you must submit a formal protest to the contracting agency. Each government entity, whether state, local, or other subdivisions, has specific procedures for filing protests and deadlines for doing so.
12. How do I get paid for work completed under a government contract?
Response: Payment terms are outlined in the contract, including milestones, invoicing, and approval processes. Typically, you will submit an invoice for completed work, which is reviewed and approved by the contracting agency before payment is made.
13. What is the role of a procurement officer in the bidding process?
Response: A procurement officer manages the bidding process, ensuring it’s fair and transparent. They issue solicitations, receive bids, evaluate submissions, and recommend awards. They also ensure compliance with procurement policies at the state, local, or institutional level.
14. What are the bonding requirements for government contracts?
Response: Many public construction projects require vendors to submit performance bonds and payment bonds. These ensure that the project will be completed as specified and that subcontractors and suppliers will be paid. Specific bonding requirements are listed in the bid documents (and applicable regulations such as 255.05, F.S.).
15. Are there specific procurement opportunities for small businesses?
Response: Yes, Florida offers several small business set-aside programs for state contracts, and many local governments offer similar programs. These set-asides reserve specific contracts for small businesses, particularly in sectors like construction, IT services, and professional services.
16. Can I submit a joint bid with another contractor or company?
Response: Yes, joint ventures are allowed in many cases, and can be beneficial when combining resources or expertise. The terms of the joint venture must be disclosed in the bid submission, and all participants must meet the eligibility requirements outlined in the solicitation.
17. How do I dispute a payment or contract issue with a government agency?
Response: If there is an issue with payment or contract fulfillment, first contact the procurement office or contract administrator. If the issue is unresolved, you can follow the formal dispute resolution process specified in the contract.
18. Are there networking opportunities for contractors in Florida’s public procurement?
Response: Yes, Florida hosts regular procurement conferences, vendor fairs, and networking events to connect vendors with state agencies, local governments, and larger prime contractors. These events provide valuable opportunities to expand your network and learn more about the procurement process.
19. What is the Florida Small Business Set-Aside Program?
Response: This program reserves certain state contracts specifically for small businesses. To qualify, your business must meet the size standards set by the Florida Department of Management Services and be registered with the appropriate certification bodies.
20. How do I access procurement opportunities with local governments, including counties and municipalities?
Response: Each county, city, or municipality in Florida typically has its own procurement portal where bids and proposals are posted. Some cities and counties also use statewide platforms like the Florida VBS. Visit your local government’s procurement website for specific opportunities.
These FAQs cover a range of procurement questions for vendors and contractors across Florida’s various levels of government. For more detailed guidance, please refer to the specific government agency or subdivision involved in the procurement process.