Typical Purchasing Process

A typical purchasing commences when a Town department creates a purchase requisition
document, acquires appropriate approvals and submits it to Finance. The Requisition
includes a definition of the required services and/or products including appropriate
specifications, scope-of- work, minimum requirements and approval for funding.

 

The Purchasing Coordinator will review the requisition and specifications, and if the request
has not been bid, will select the best purchasing method, which will typically be a Request
for Quote (RFQ), Invitation for Bid (IFB), Request for Proposal (RFP) or Invitation for Qualifications (IFQ). Each department is responsible for conducting the purchasing using
appropriate and approved purchasing processes.

 

Purchasing Solicitation Methods     

 

Active formal purchasing solicitation documents are posted on and may be downloaded from
the Town of Marana Web site (www.marana.com) by clicking the Finance Department tab
then going to Purchasing.

 

Solicitations are removed from the Web site after the due date has passed.

 

Informal Bids - RFB

For small purchases, less than $10,000 but more than $1,000, the code allows for an informal
process referred to as a Request for Bid (RFB). The RFB process involves obtaining, at a
minimum, three quotes/informal bids in writing by phone or electronically to support the price
and delivery obtained. The Purchase Order is awarded to the vendor offering the lowest
responsive responsible quote/bid and meeting the terms, conditions and delivery requirement
of the Town. Typically, RFBs will not be posted on the Town’s Web site.

 

Formal Bids - IFB

Whenever a contemplated purchase of goods or services or contract for building services is
for a sum exceeding $10,000, the Town Code requires the notice inviting bids to be published
in the Daily Territorial newspaper and on the Town of Marana Web site at least 10 days prior
 to the date set for the receipt of bids. The notice shall include a general description of the
purchase or services to be performed and the time and place for opening bids. The bid shall be awarded as provided for in the terms and conditions of the IFB. Unless otherwise stated, the
bid shall be awarded to the bidder who has submitted the lowest responsive, responsible bid to
the Town, meeting the terms and conditions and specifications as requested. A contract or
purchase order may be issued for the requested supplies, equipment or services.

 
RFP

For purchases that are difficult to define and quantify, a Request for Proposal (RFP) process
may be used, which the Town will publish in the Daily Territorial and on the Town’s Web site
for, at a minimum of 15 days prior to the receipt of bids as called for in the RFP document.
All proposals received will be graded and ranked in accordance with the solicitation
documents, evaluation criteria and awarded to the vendor whose proposal best meets the requirements of the Town. The Town may request vendor demonstrations, perform reference
checks and request a best and final offer as part of the process.

 

RFQ

The RFQ is a method used to solicit Qualifications for professional services such as Engineer, Architect, Medical and Legal.  Typically this type of solicitation will not require the submittal
of price information, but will be negotiated after the selection process.  Based on the quality
of the qualifications submitted the evaluation process will determines the ranking of the
solicitation.

 

Amendments and Changes

Vendors will be notified via the Towns’ Web site of any changes to the solicitations. It will be
each bidder’s/proposer’s responsibility to notify the issuing department for a copy of any
changes as published on the Web site. After notification a formal amendment will be sent to
each bidder/proposer requesting the change. If it is in the Town’s best interest, the solicitation
may be extended to allow additional time for all bidders/proposers to respond. All changes will
be in writing and the Town will not accept any bid or proposal with verbal changes or changes
not issued through the official amendment process.

 

Bid/Proposal Opening

All formal bids and proposals will be opened at the time and place so indicated in the bid/proposal documents. LATE submissions will NOT be accepted by the Town and will be rejected and
returned unopened. It shall be solely the bidders’/proposers’ responsibility to have delivered in the required time and to the required place their bid/proposal documents in a sealed envelope with the bid/proposal number and the bid/proposal date and time opening on the outside of the envelope.
The Town will not be responsible for bid proposal packages that are misdirected and unopened because of no or incorrect information on the envelopes.

 

Pre-Bid/Proposal Conferences

Some bids or proposals may indicate a pre-bid or pre-proposal conference. If the solicitations
include such language, it is in the bidder’s or proposer’s best interest to attend such meetings and take whatever notes are appropriate. The Town shall not be responsible for information not
received by any bidder or proposer that was transmitted at a pre-bid or pre-proposal conference.

 

Evaluation and Award

Each solicitation is unique. The method used to evaluate submittals and to make the award recommendation is defined in the solicitation document.

 

Generally, it is the Town’s practice to award to the “lowest” responsive and responsible bidder
for IFB/RFB solicitations or “highest-ranked” respondent for RFPs or RFQ’s. Responsive is a
term that refers to the respondent’s compliance with all the requirements of the solicitation documents. Non-compliant submittals are deemed non-responsive and are not considered in the evaluation. Responsible is a term that generally refers to the respondent’s capacity and
competence to provide services and/or products as requested.

 

To avoid misunderstandings, all questions regarding any solicitation should be made in writing 
to the Town’s Purchasing Coordinator, Michael Glasson, CPPO, C.P.M., at fax (520) 382-1902, up to five days prior to the solicitation due date, or another date if stated in the solicitation document.
Only written questions and written responses transmitted by Fax, U.S. Mail, Federal Express,
UPS, DHL or electronically will be considered. Phone or any other telephonic transfer of
information will not be considered. The requesting department will answer all technical inquiries,
the Purchasing Coordinator will answer all business questions, and all information will be
forwarded via the Town’s Web site to all interested bidders/proposers.

 

Vendor Registration

A primary source that buyers use to identify potential suppliers and service providers is the
Town of Marana vendor database. All firms desiring to participate in Town Procurements are encouraged to register with the Town of Marana using the form found on the Web site.

  

Click the link below for an application to become a vendor for the Town of Marana, please fill
it out completely.  The more detail furnished as to what type of service or commodity you
provide the better the chance of receiving a solicitation from the Town.

Vendor Application Form