Procurement Process

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Understanding Goodyear’s Procurement Process

The amount of the individual expenditures for a specific commodity or service determines the level of competition required and who within the City has the proper authorization to purchase at that level. The Procurement Process Table below summarizes this process:

Dollar Limits

Competition

$2,500 - $14,999

Minimum 3 quotes submitted in writing by vendor to Department

$15,000 - $49,999

Minimum 3 quotes submitted in writing by vendor to Procurement Office

Over $50,000

Formal Solicitations (Procurement Office only)

Formal Purchasing Procedures

  • Formal purchases are those over $50,000. City Procurement staff will issue Invitations for Bid (IFB), Requests for Proposals (RFP), or Requests for Qualifications (RFQ).

  • Solicitations are usually advertised in the Southwest section of the Arizona Republic newspaper and on the City of Goodyear website, www.goodyearaz.gov, under Business/Vendor Services link. The advertisement will state the date and time offers are due, the location where the solicitation will be opened, the general nature of the goods and services needed and instructions on how to download the solicitation from the City website.

  • In some solicitations, pre-bid/pre-offer conferences are held whereby bidders/offerors may attend to ask questions, get clarifications, or receive additional information regarding the solicitation. City of Goodyear pre-bid/pre-offer conferences may or may not be mandatory.

  • The formal solicitation process from the issuance of a solicitation to the award of a contract generally takes approximately ninety (90) days, although some complex solicitations may take longer.

  • All solicitations are publicly opened by the Procurement Office and read aloud. Bidder/offerors are welcomed to attend openings on the date and time listed in the solicitation documents. For bids, certain dollar amounts are read aloud and for proposals and RFQs, only the names of the firms are read aloud.

  • Invitations for Bids are awarded to the bidder submitting the lowest, responsive and responsible       bidder(s). Request for Proposals are evaluated by an evaluation committee and scored based on evaluation criteria such as experience and expertise of the firm and staff, methodology, references, capabilities of the firm, cost, and compliance to the solicitation. Awards are made to the highest scored offeror determined to have submitted the most advantageous offer to the City.