How does Gilbert determine when to obtain quotes for items vs. posting a bid?
Town of Gilbert Municipal Code governs both Formal (>$100,000) and Informal (<$100,000) Purchases:
Purchases Under $10,000, The Purchasing Department may request quotes or directly purchase goods /services that are valued at less than $10,000.
Purchases $10,000 - $100,000, these purchases require the Town to obtain 3 quotes (verbal or written) or that a sole source justification be utilized prior to purchase.
Purchases > $100,000 require formal solicitation (or use of other approved contracts, or sole source justification), are posted on the Town of Gilbert website and are open to all qualified bidders/proposers.
Does the Gilbert Municipal code apply to Construction Contracts?
Construction Contracts are governed by Arizona State Statutes Title 34 - Public Buildings and Improvements. These purchases are solicited by the appropriate Department (Public Works, Development Services, and Engineering), not by Gilbert Purchasing. Title 34 contains a number of bidding exceptions based on the cost of the work. (See ARS 34-201 C, D, F, and G.) If the cost of the work falls below those thresholds the Title 34 competitive bid requirements do not have to be followed, but the Gilbert Procurement Code has to be followed. Depending on dollar value, they may be formally solicited and posted on the Town website.
Do I need to be pre-qualified to submit a bid or proposal to the Town of Gilbert?
You do not need to pre-qualify to submit a bid or proposal to the Town of Gilbert. However, you should be licensed and/or registered by the appropriate organization for your business. (i.e., the Registrar of Contractors (ROC) as well as a Gilbert business license if your business is located in Gilbert)
How does the Town of Gilbert seek out qualified bidders?
For Formal purchases (>$100,000) we seek qualified bidders in the following ways:
For non-Capital Improvement Project (CIP) purchases, the Town utilizes PublicPurchase.com to send an email to vendors/contractors registered under specific NIGP code(s) to alert them that a bid/proposal has been posted to the Town of Gilbert website at http://www.gilbertaz.gov/rfp
For Capital Improvement Projects (CIP) purchases, the Town utilizes a Capital Improvement Project (CIP) Vendor’s List located on the Town’s website at http://www.gilbertaz.gov/rfp
How do I view the results of recent bids?
After the bid/proposal opening or deadline for submittals has passed, the Town will post Bid Minutes, List of Offerors, Notice of Apparent Low Bidder, etc. These are usually posted within 48 hours of the bid/proposal deadline for submittals.
Does the Town maintain any vendor lists?
The Town maintains a Capital Improvement Project (CIP) Vendor’s List for construction projects. To be added to the list visit: http://www.gilbertaz.gov/rfp;
Choose the link Request to be placed on the Capital Projects Vendor's List
Does the Town take advantage of any Cooperative Purchasing with other agencies?
Yes, the Town participates in cooperative purchase agreements, including but not limited to, the State of Arizona, US Communities Government Purchasing Alliance, SAVE (Strategic Alliance for Volume Expenditures) and the Western States Contracting Alliance (WSCA).
Who at the Town of Gilbert is authorized to enter into contract with vendor?
The following are the authorities granted for entering into contracts:
For purchases less than $50,000, the Department Director has authority to enter into a contract.
For purchases less than $100,000, the Purchasing Officer has been granted authority.
Purchases greater than $100,000 must be approved by Town Council and signed by the Mayor.