Procurement Topics/Pointers
By Paul A. Bassar
Agenda
ļ City of Tamarac Procurement Overview
ļ Procurement Process
ļ Procurement Platforms
ļ¶ NaviLine (suppliers, overview of Total amount paid out to Suppliers FY 2025)
ļ¶ Bids and Tenders
ļ Procurement Methods
ļ Business Development (BD) Market Research Platforms
ļ Procurement Tips
ļ Overview/Awarded/Upcoming Capital Improvement Projects (FY 2026)
ļ Procurement Projects (Development of a Master Contract List & Forecasting of Agreements/Contracts)
City of Tamarac Procurement Overview
The City of Tamaracās procurement policy is designed to ensure that all purchases of goods, services, and construction are conducted ethically, competitively, and in accordance with both local ordinances and Florida law. The policy is structured to promote fair competition, transparency, and value for the city and its residents.
1. Procurement Threshold Approval (Sec. 6-145- Responsibilities and authority):
ļ± City Commission: >$100,000
ļ± City Manager: up to $100,000
ļ± Purchasing and Contracts Manager: up to $50,000
2. Purchase Methods based on Dollar Amount
ļ± <$5,000 requires (1) Quote
ļ± $5,000 - $65,000 (3) Quotes
ļ± Above $65,000 a formal solicitation/Procurement Method
ļ± Micro Purchases (Pcard)
City of Tamarac Platforms
ļ NaviLine Supplier Data needed to be added
ļ Documents needed to be added as a supplier (ATTACHED):
ļ¶ W9, must be registered in Sunbiz *W9 address and Sunbiz must match.
ļ¶ Affidavits: Scrutinized Companies Certification
ļ¶ Direct Deposit Authorization is the preferred method or payments can be made by checks
ļ¶ Certificate of Insuranceāas applicable
ļ¶ Not required but recommendedāprovide your company Capability Statement * will discuss the details in Procurement Projectsā¦
ļ Total number of Suppliers to date is: 12,270 over 8,000 active Suppliers
ļ Total Purchase Orders issued in FY 2025: 1,044 Dollar value of POs issued in FY 2025: $44,624,465
ļ¶ Summary of types of Services : Administrative Support (HR, Finance, Legalā¦), Cleaning, Landscaping, Irrigation, Waste Management, Professional Consulting, Architect & Engineering Services, Fitness, Instructors, Construction Services, Security, Vehicle Maintenance & Vehicles, Facility Maintenance, Copying Services, IT Software/Maint, Advertisement, Office Supplies, Maintenance Suppliesā¦ā¦
ļ Pcard total amount spent in FY 2025: $5,665,350.73
ļ Total Amount paid to Suppliers in FY 2025 $50.2M
City of Tamarac Platforms
ļ Bid and Tenders is an online e-procurement platform used by government agencies to post solicitations such as bids, RFPs, and RFQs. It provides suppliers with centralized access to opportunity notices, downloadable documents, addenda, submission instructions, and closing deadlines. The platform enhances transparency, streamlines electronic submissions, and ensures vendors receive timely notifications of updates related to posted solicitations.
https://secure.bidsandtenders.net
Procurement Methods
(Sec. 6-14.6 Methods of Source Selection)
ā¢ A Request for Proposal (RFP) is a formal procurement method used when a government or organization seeks solutions to a defined problem but requires flexibility in how the work is performed. Unlike an ITB, which focuses primarily on price, an RFP allows vendors to propose technical approaches, methodologies, and innovative solutions (Evaluation Factors).
ā¢ An Invitation to Bid (ITB) is a formal procurement method used when requirements are well-defined, and the award is primarily based on price. In an ITB, the government or entity issues detailed specifications for goods or services, and vendors submit sealed bids by a specified deadline.
ļ¼ Special requirements for Construction Bids:
ļ Bid Bonds
ļ Performance Bonds
ļ Payment Bonds
Procurement Methods
ļ Piggyback procurement is a method that allows a government entity to use an existing contract awarded by another public agency instead of issuing its own solicitation. This approach leverages the competitive bidding already completed, saving time and administrative costs. Agencies must ensure the original contract allows āpiggybackingā and that terms, pricing, and vendors meet their requirements.
ļ A Request for Quotes (RFQ) is a simplified procurement method used to obtain pricing and basic terms for goods or services when the requirements are clearly defined. Vendors submit quotes, usually without formal proposals, and the award is typically made to the lowest responsive and responsible vendor.
Procurement Methods (Non-Competitive)
ā¢ Exclusions (Sec.148- Exclusions and Exceptions to Bid and Proposal Requirements):
Brief summary of applicable services: Expert witness, lobbying, legal;/mediation, utility services, artistic services, advertisements, entertainment, educational or academic programs, health servicesā¦
ļ§ Sole and Single Source Procurements:
o Single Source: one chosen supplier even though other suppliers may exist.
ļ Standardization (keeping consistency with existing systems or parts).
ļ Urgency or time constraints.
ļ Cost efficiency in switching (avoiding retraining, compatibility issues, etc.).
o Sole Source: only one supplier because no other suppliers exist that can provide the required good or service.
ļ The product/service is unique (e.g., patented technology).
ļ Only one vendor has the capability or expertise.
ļ No reasonable alternatives are available in the market.
Market Research Platforms
Market research and bid-notification platforms help businesses proactively identify and pursue upcoming government and private-sector contracting opportunities. Tools such as BidNet Direct and RFP Mart aggregate solicitations (e.g., ITBs, RFPs, RFQs) from multiple agencies into a centralized, searchable database.
ļ RFP MART : helps suppliers identify and pursue potential contracting opportunities by providing centralized access to active and upcoming RFPs, bids, and government solicitations across multiple agencies and regions. Through customized search filters and notification alerts, suppliers can quickly find opportunities aligned with their services and geographic focus. The platform also offers access to solicitation documents and historical information, enabling businesses to better understand agency needs, monitor trends, and strategically position themselves to compete more effectively.
ļ GSA eLibrary: Suppliers can access valuable data through GSA website to include companies/location that has an award with the Federal Government, Types of services, Business Types, labor rates, and Labor Category descriptions and SB resources/training, opportunities, forecast of Contracting Opportunitiesā¦ https://www.gsa.gov/policy-regulations/policy/acquisition-policy/get-help-with-your-gsa-procurement-complaint
ā¢ Small Business Association Small Business Search
ļ https://www.sba.gov website serves as a comprehensive resource for businesses seeking guidance, funding, and federal contracting opportunities. It provides access to loan programs, grant information, small business certifications (such as 8(a) and HUBZone), and tools for registering for government contracting. Businesses can also find training materials, counseling services, market research resources, and local assistance through SBA district offices. Overall, the SBA website supports entrepreneurs and small businesses with the information and programs needed to start, grow, and compete effectively.
Procurement Tips
1. Clearly Separate Your Company From The Rest (āWhy You?ā)
This is where many suppliers fall short. Saying you're āhigh qualityā or ācustomer-focusedā is not enoughā everyone says that.
What you should do:
ļ Define your unique value proposition clearly and concisely.
ļ Provide evidence, not just claims (metrics, case studies, performance data).
ļ Highlight:
ļ Specialized expertise, Past performance with measurable outcomes, Certificationsā¦
Think of it this way:
Why are you the MichaelJordan of your field?
ļ You consistently outperform competitors
ļ You deliver under pressure
ļ You bring something others cannot replicate
Procurement Tips
2. Proactively Address Risk
We understand that successful contract execution depends on minimizing risk.
Approach:
ļ Identify performance, schedule, financial, and compliance risks upfront
ļ Implement structured mitigation plans with measurable controls
ļ Leverage past performance to demonstrate proven risk management success
ļ Value to Agency: Reduced uncertainty, increased reliability, and consistent delivery outcomes
Procurement Tips
3. Align With Agency Strategic Goals
We donāt just deliver servicesāwe support mission success.
Approach:
ļ Analyze agency strategic plans and priorities
ļ Align solutions to key initiatives (e.g., modernization, efficiency, sustainability)
ļ Use data-driven insights to demonstrate mission impact
ļ Value to Agency: Direct contribution to strategic objectives and measurable outcomes
Procurement Tips
(Example)
ļ City of Tamarac Strategic Goalsā¦if applicable, outline how the services you will be providing aligns and supports any of the strategic goals.
Procurement Tips
4. Demonstrate Consistent Company Growth
Growth signals stability, capability, and scalabilityāall critical in public sector contracting.
What you should do:
ļ Show year-over-year revenue growth, even if modest.
ļ Highlight contract wins, client expansion, or workforce growth.
ļ Demonstrate reinvestment (technology, staff training, infrastructure).
Why it matters:
Just like investors favor growing companies, agencies prefer vendors who:
ļ Are financially stable
ļ Can scale with demand & unforeseen circumstances (COVID, Policy Changes, Economic challengesā¦)
ļ Are likely to be around for the life of the contract
ļ Even small businesses can win hereāgrowth trajectory matters more than size.
Projected FY 2026 Capital Projects
Project Name
Tamarac Gateway Beautification Phase 1
$230,205 April, 2026
Citywide Buffer Wall Project NW 31st $771,040 3rd QTR FY 2026 (April 1, 2026 ā June 30, 2026
Citywide Resurfacing Project Phase III
The Colony West Champs Course Irrigation Replacement
QTR
2026 (July 1, 2026 āSeptember 30, 2026)
4th QTR FY 2026 (July 1, 2026 āSeptember 30, 2026)
Utility Site Fence Replacements $250,000 4th QTR FY 2026 (July 1, 2026 āSeptember 30, 2026)
TOTAL EST to Date: $10,695,253
Upcoming Procurement Projects
ā¢ Capability Statement: This project establishes a centralized repository of supplier capability statements to streamline and accelerate the procurement process. Suppliers will be invited to submit capability statements outlining their services, qualifications, and experience. Once received, these statements will be organized into categorized folders by service type.
When a need for services arises, procurement staff can quickly reference this internal repository to identify qualified suppliers who are already registered to do business with the City. This enables faster decision-making and reduces the time required for external market research.
Upcoming Procurement Projects
ļ Master Contract List (MCL): Will provide a transparent, standardized/centralized (one-stop-shop) viewing of active contracts, helping to identify upcoming opportunities and plan business development strategically. Key fieldsāsuch as contract value, procurement method, threshold approval, departments that are utilizing the contract services, types of services, percentage of agreements/contracts awarded to various Small Business Designations, stakeholder points of contact, all contract documents, and days remaining before expiration to include dates remaining on the COI. By viewing the MCL, suppliers can target the most relevant opportunities, prepare timely proposals, and position themselves competitively ahead of contract renewals or solicitations.
ļ The MCL: will assist in providing HealthMeterMetric(s)of the Cityās Active Agreement: Metrics such as total dollar value, percentage of contracts awarded to SB, percentage of contracts for each department, percentage of Procurement methods (RFP, Bids, Piggyback, Sole Sourceā¦, time period that active contracts will be ending (1st QTR, 2nd QTRā¦. and the FY), percentage of value for types of services/supplies (IT, waste management, A&E, landscaping etcā¦, capital projectsā¦.
