Q. What are the Procurement bidding levels?
 
A. Procurement has the following bidding levels:

• Goods costing up to $1,000 should be purchased utilizing a P-card.  If your department does not utilize P-cards, Procurement Services can help you with these purchases.  If you are interested in obtaining P-cards for your departmental use, contact Aubrey Miller.
• Goods costing less than $5,000 may be handled by requesting agencies by any reasonable means.
• Goods with a total cost greater than $5,000 and less than a total cost of $50,000 require information solicitation from a minimum of two sources.
• Goods costing $50,000 to $100,000 require written quotations from a minimum of three sources.
• Goods costing more than $100,000 require a formal sealed bid or proposal process.
• Professional services costing more than $100,000 require a formal sealed proposal process.

Q. Does the City allow telephone quotes?
 
A. Telephone quotes are allowed for items costing up to $5,000. Telephone quotes are sometimes requested by departments, who have been delegated this authority by the procurement policy.
 
Q. Does the Procurement Services Division buy for all City/County offices?
 
A. The Procurement Services  Division handles procurement for all offices with the following exceptions:

• Engineering and Property Management handles requests for bids and proposals in regards to professional architectural or engineering services and construction of capital projects included in the annually adopted Utility Capital Improvements Budget. They can be contacted by emailing Bren Yett. 
• Charlotte Mecklenburg Utilities Department handles utilities related construction contracting.  They can be contacted by emailing Donnell Wilson.
• Charlotte Area Transit System handles construction related transit contracting.  They can be contacted by emailing Tom Livingston.
• Our office does not handle procurement for Charlotte-Mecklenburg School System or The Housing Authority.
• For those departments that have an internal procurement function, such as contract administrators, managers, and monitors, Procurement Services assistance is primarily limited to consultation, review and/or procurement advice.

Q. How do I contact the Charlotte-Mecklenburg School System?
 
A. The Charlotte-Mecklenburg Public Schools Purchasing office may be reached by calling 704.343.6251.
 
Q. What are your office hours?
 
A. The Procurement Services Division standard office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Staff is generally available for your assistance from 7:00 a.m. to 6:00 p.m. daily.
 
Q. What are the bonding requirements?
 
A. There are several types of bonds that may be required - Bid Bonds, Performance Bonds and Payment Bonds. See information in the "City of Charlotte/Mecklenburg County Procurement Manual Policies and Procedures". Bonds are normally not required for projects.  However, Procurement may require a bond if it is believed to be in the City's best interest. Bonds may be issued by an approved surety firm, or be in the form of a cashier's check.
 
Q. How are informal purchases handled?
 
A. Departments have been delegated authority for informal purchases for total single orders costing up to $25,000. For purchases greater than $25,000, appropriate Procurement Procedures must be followed.  Departments also have the ability to make purchases on their Procurement Cards up to an assigned single purchase spending authority. 
 
Q. How do I get information regarding previous contracts?
 
A. You may request information about previous contracts by calling the City Clerks Office at 704-336-2248 or faxing your request to 704-336-7588.  Contracts can also be located on Image Silo.  You may also contact the Procurement Services Division at 704.336.2256 or by faxing your request to 704.336.2258. The City Clerk's Office is the main repository for all City Contracts, therefore Procurement Services may not have the Contract you are searching for.
 
Q.  How does a vendor get information related to current contracting opportunities?
 
A.  Current information may be obtained on the North Carolina Interactive Purchasing System website.  Additional contracting opportunities may be sought with the Small Business Organization Office, Charlotte Area Transit Procurement, Charlotte-Mecklenburg Utilities, and Engineering and Property Management.  

Questions about Getting or Responding to a Bid

Q. What do Vendors need to do to register as a vendor with the City?
 
A. The most convenient means by which a vendor can register is by filling out the  Online Vendor Registration Form.  The Vendor may also request and complete a Vendor Registration Form from the Department(s) they are interested in doing business with.  They may also request the Vendor Registration Form from Procurement Services by calling 704.336.2256, faxing 704.336.2258, e-mailing Kay Mann or Debbie Simmons.
 
Q. Does the City/County offer preferences for small and/or minority businesses?
 
A. In accordance with the North Carolina Procurement Statutes, the City of Charlotte and Mecklenburg County is unable to grant preferences.  We must award bids to the lowest, responsible, responsive vendor or to those vendors providing the best value solution to the City or County.
 
Q. How does the City advertise for goods or services?
 
A. Advertisements for goods and services are generally advertised by Invitations to Bid and Requests for Proposals.  ITBs and RFPs are posted for viewing on the North Carolina Interactive Purchasing Site, which is maintained by the State of North Carolina Purchasing and Contracts Division.
 
Q. Does the City give solicitation results over the telephone?

A. Solicitation results for Invitations to Bid may be given over the phone.  You may call 704.336.2256 after the bid opening, and Procurement staff will provide you a bid tabulation where applicable.  However, a bid tabulation will be supplied only after a final decision has been made to award the bid for informal bids and quotations.  A Request for Proposal does not result in a bid tabulation as the process of evaluation is generally longer than that of an Invitation to Bid and is not based on price.  Solicitation results for Request for Proposals may be available after final evaluations are complete.
  
Q. Must a company hold residence in North Carolina to do business with the City?
 
A. No. Any vendor soliciting or providing business in Charlotte and/or Mecklenburg County must have a Charlotte/Mecklenburg Business License (this is in addition to the NC State Business License).  If you need additional information regarding doing business within Mecklenburg County, please contact the County Tax Office at 704-336-3322.
 
Q. May a vendor send a solicitation package by facsimile or e-mail?
 
A. Formal advertised sealed bids/proposals will NOT be accepted by the Procurement Services Division via facsimile or e-mail; however, informal quotes may be faxed or e-mailed.

Q. May a vendor get information regarding solicitations after submission or if they did not bid?
 
A. A vendor may get information from Procurement Services by calling 704.336.2256. 
 
Q. Who originates the requirement for Invitations to Bid or Requests for Proposals?
 
A. Normally, the using agency submits a requisition or a request for services to Procurement Services for a specific requirement.
 
Q. When is a project officially awarded?
 
A. Where applicable, projects are officially awarded upon approval by the City Council or County Commissioners.  Official award may be given at the discretion of the Procurement Services Director and further evidenced by a signed contract or purchase order.  Individuals with appropriate authority and/or delegation may award projects that fall within their signature authority.
B. Because the City/County relies heavily on competitive bidding, no department knows which bidder will receive an award until sealed bids are opened and awarded or in the case of services and technology, proposals have gone through the evaluation process.  This means that no one can give assurance that a vendor will receive a particular contract. Do Not Start Work Without an Authorized Contract.  The authority and responsibility for purchasing rests with Procurement.  No service should be provided, and no goods should be delivered, before you receive a written contract from the City/County.  Until the City/County executes the contract, purchase order or blanket purchase order, the City/County has no legal obligation to pay for the order.
 
Q. What are some common mistakes made during bid submittals?
 
A. Because of the structural nature of government contracting, the City/County has little flexibility if the bid a vendor submits does not include everything asked for.  So it is critical that a vendor submit a bid that is right the first (and perhaps only) time, or else we may not be able to consider the bid.  Here are some things for a vendor to keep in mind:

• Be Timely
  Vendors should submit bid by the date and time specified.  Late bids may not be considered.
• Read the Bid Conditions
  Each bid contains a number of bid conditions, some applicable to all bids, and some tailored to the particular bid.  Prices must be firm for the period specified, from as short as 90 days to as long as 5 years.  For a contract, which could extend over several years, prices may change yearly.
• Be Responsive
  Bid on items and in quantities the bid requests.  If a vendor adds any qualifications or reservations to their bid, the bid may be considered conditional or non-responsive and can be rejected.
• FAILURE TO ADHERE TO BID CONDITIONS MAY RESULT IN REJECTION OF THE BID.

Q. Can a vendor turn in a bid late?
 
A. It is the bidder's responsibility to ensure that a bid/proposal is physically delivered to the correct location, prior to the time and date specified in the solicitation document. In general, late bids/proposals will not be opened, however the City and County reserve the right to consider all bids or proposals if it feels it will serve their best interest.
 
Q. If a vendor has a question regarding the specifications or requirements, who can they ask for clarification?
 
A. Any question concerning the solicitation should be directed, in writing, to the person whose name and contact information is listed in the solicitation. Correspondence must include the solicitation number, reference the specific section in question, and for commodities, also include the opening date. No verbal response or interpretation that constitutes a material change to the solicitation is binding, unless it is issued as a written addendum to the solicitation.
 
Q. If a vendor has more than one division of their company doing business with the City, do they need separate vendor applications on file?
 
A. If each division has a separate Accounts Receivable mailing address, and functions as though they are different companies, then separate vendor applications must be submitted.
 
Q. Does a vendor really need to attend pre-bid meetings and site visits?
 
A. Most pre-bid or pre-proposal conferences and site visits are not mandatory. However, in order to offer a responsive proposal, a vendor should attend these meetings. Ignorance of existing conditions is not an acceptable excuse for non-performance at a later date. Bidders should take every opportunity to get to know the project and the requirements for that project.
 
Q. What does "taking exception" to a specification or solicitation mean?
 
A. Whenever a vendor modifies a clause, requirement, or specification in a solicitation, the vendor is "taking exception".  For the purchase of commodities, this will almost always disqualify the bid.  Such exceptions typically indicate the vendor cannot comply with the minimum requirements of the solicitation.  For services and technology, the exception is taken into consideration and if it is determined to be in the best interests if the City or County, the exception is addressed during the evaluation process and terms and conditions may be negotiated with the vendor during the contract negotiation phase.  
 
Q. How does the Bid Evaluation Process work?
 
A. Depending on the complexity of the solicitation, it can take from several days to several weeks to evaluate all the bids/proposals submitted.  For Commodities, Procurement Services makes certain that vendors are bidding on the same items and in the same units and quantities.  Sometimes a bid states " brand name or equal," which means that if a vendor bids on an item other than the one specified, the item must perform as well as the specified item. When bids have been analyzed, Procurement Services sends a summary to the requesting department for review and recommendation. Procurement Services awards to the lowest responsive and responsible bidder. For a bid with many items, Procurement Services in its discretion may award the entire contract to one bidder based on comparisons of the aggregate bids, or may make individual line-item awards to the lowest bidders.  This option will be stated in the bid package.  For services and technology, several criteria are taken into consideration including, but not limited to:  Qualifications; Experience; Approach; Financial Stability; Cost Efficiency; and Acceptance of the City's or County's Terms and Conditions.  Service and Technology contracts are not always awarded to the lowest bidder.  While cost is a consideration, it is not the overriding factor in a decision to award - quality of services takes precedence.  The City and County strive to find a balance between the level of service and the cost for the service.

Questions after Being Awarded a Bid

Q. Will a vendor get a signed contract from the City/County?
 
A. The bid form, containing the vendor signature, constitutes an offer to the City/County. Issuance by the City or County of a Purchase Order constitutes acceptance of that offer, and together these documents create a binding agreement. However, in some cases, a separate formal Agreement will also be issued.  For instance, all formal solicitations will require a written contract.
 
When responding to an RFP for services or technology, the selected vendor will receive a signed contract from the City/County.  After the contract is signed, the Vendor may start work.  
 
Q. What does a vendor need to know about delivery?
 
A. For most orders, the delivery point is the location noted in the "ship to" where the item or service will be used.  A vendor should note carefully the delivery address in the bidding and order documents.  The vendor is responsible for delivering to the final destination specified in the order.  Deliveries to departments typically are made by common carrier, by the vendor's trucks, or through the U.S. Postal Service.  Vendors should not send the order to the Buyer in Procurement Services whose name may be on the transaction. 
 
Q. When does a vendor need the PO Number?
 
A. The vendor must include the Purchase Order number on the outside of the package.  This will enable the City/County to identify the correct department or individual as the recipient in case there are any problems.
 
Q. Do Departments have a chance to inspect goods?
 
A. All goods are considered received by the City/County only after the requesting department inspects to be certain all items are received and in good condition.  After inspection and any necessary tests have been performed, the department will approve the invoice.  Services are considered delivered only after the City or County "accepts" the deliverables in accordance with specific Acceptance Criteria that are outlined in the contract - this typically includes a letter form the vendor stating that the deliverable has been met and the City or County signing the letter to indicate acceptance of the deliverable.  Technology deliverables typically involve a test phase and include Test Acceptance Criteria.  Invoices are not sent until acceptance is received and payment is not made until after acceptance.
 
Q. What are some factors that might delay payment?
 
A. The City/County has no formal Shipping and Receiving Department to sort and assess shipments that are received, thus delays may occur when:

• Short Shipment/Backorders
  The City/County pays for an order only after all items have been received.  Partial payments can be made but must be requested at the time the order is placed.  If a vendor has made several shipments to fill an order, and mailed the invoice for the entire order before all shipments were received, the vendor can expect payment only after the City/County receives the complete order.
• Wrong Delivery Address
  The shipment was sent to Procurement Services.  Occasionally, vendors send orders to Procurement Services instead of the requesting department.  This causes delays as Procurement Services determines the ultimate recipient.  If no purchase order number appears on the outside of the container, Procurement Services may be unable to identify the correct department and thus be forced to return the shipment.
• Missing Order Number
  Vendors may fail to show the order number on the package.  If there is a problem with the delivery address, knowing the order number can be a significant help to the City/County in identifying the ultimate recipient.

Q. What does the Requesting Agency have to do?
 
A. The requesting agency must verify that the order was received complete and in good condition.  Invoices are sent directly to Accounts Payable.  A/P scans the invoices and sends them electronically to the department.  Once the invoice is approved by the requesting department and the invoice is routed back to A/P, payment will be initiated by A/P.
  
Q. What if a vendor has Questions about an invoice and payment?
 
A. If a vendor has a question about an invoice or payments, they should contact Linda Lewis in Accounts Payable at 704-336-5140.  It is important that the vendor have the Purchase Order number or other identifying transaction number handy, including a contract number.
 
Q. What can a vendor do to help the payment process proceed more quickly?
 
A. If the vendor observes the following tips, things should go smoothly:

• Make sure shipment was sent to the correct address.  In general, vendors should not send the shipment to Procurement.  They should note carefully the "Deliver To" address on the Purchase Order.   The order number should be included on the outside of the package.
• The Vendor should send an invoice for the complete order, not a partial one, and do this only after the full order has been received or the deliverables have been accepted.  In general, the City/County does not pay partial invoices without prior arrangements being made.  Invoices sent too early may become difficult to locate once the shipment arrives or the deliverables are met.  Send the invoice to the correct address and include  a City/County contact person if specified on the PO or in the contract.  Include the correct Purchase Order number or Contract Number on the invoice.  The City/County needs that identifying number to match shipments or services with the procurement documents.