Purchasing

The Purchasing Division is responsible for the procurement of all supplies, equipment, and services for city use. It ensures that the city:

• Develops and maintains city contracts
• Disposes of surplus equipment
• Maintains bidder lists
• Negotiates and executes purchase orders
• Promotes better customer / vendor relations
• Receives the best quality for the lowest price

RFPs/RFQs/Solicitations

We currently utilize an online Contractor/Supplier solicitation notification system on Bid Express for services and commodities. It allows Contractors and Suppliers to view and download solicitations at no cost 24-hours a day, seven days a week, from any computer with internet access.  Registering ensures that Contractor/Suppliers receive notifications and any changes to an advertised solicitation.

Vendor Registration: 

The City of Newberry welcomes the opportunity to do business with interested vendors! Prior to doing business with the City, vendors must submit a vendor registration form, W9, and a "Certificate of Good Standing" from the Division of Corporations.

Florida Statute 865.09 requires that any fictitious name under which a person transacts business be registered, after newspaper advertising, as set forth in the statute.

Important points to remember:

The operating department should give the vendor a purchase order (when appropriate) detailing the terms and conditions prior to the sale.

ORIGINAL invoices and packing slips (with the City’s purchase order number written on the invoice) should be sent to the operating department that purchased the goods or services.

Vendors should fax or send copies directly to accounts payable.

Only approved invoices are processed. Invoices are entered on a daily basis. Checks are printed weekly and mailed directly to the vendor on a weekly basis. At this time, the City issues paper Accounts Payable checks for the vast majority of invoices.

Minority and Women Business Enterprises (M/WBE) (Supplier Diversity)

The City of Newberry is committed to supplier diversity in the performance of all contracts associated with Federal and State funding projects. For projects funded through the Community Development Block Grant (CDBG) program, the City and the Bidder/Contractor are required to make good faith efforts to encourage the participation of minority owned and woman owned and small business enterprises in accordance with applicable laws.

The City of Newberry will maintain a list of certified minority- and women-owned businesses that operate in its region. The City shall use this list to solicit businesses to bid on CDBG-funded activities and shall provide a copy of the list to prime contractors to use when they hire subcontractors.

The Bidder/Contractor will be required to submit documentation to reflect the affirmative action steps taken to utilize certified minority- and women-owned businesses in the work and the intended use of these companies in the work. Documentation shall include evidence that qualified minority and women’s businesses have been solicited for subcontracting work and/or supplies, as may be needed to complete the work. The list of certified minority- and women-owned businesses that operate in the City of Newberry region can be found at the following web address:

Florida Department of Management Services, Office of Supplier Diversity
https://vendorstrator.dms.myflorida.com/directory

The Bidder/Contractor will be responsible for participating in these affirmative steps and providing documentation to that effect.

Surplus

The City lists all surplus items for auction on the Municibid website (click here)