FAQs • Flagstaff • CivicEngage

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Who manages surplus property?: Surplus property is managed by the Purchasing Division, which also schedules auctions, spot sales, or competitive bidding for surplus property.

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Purchasing

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1. May a vendor see copies of bids prior to award? If so, where?: A vendor may review copies of bids after recommendation of award has been made to the City Council. Bids may be reviewed in the Purchasing Division, by appointment.

2. What are the most frequently considered factors involved in determining a responsive bid and a responsible bidder?: A "responsive bid" is a bid which meets all the terms, conditions and specifications of the IFB. A "responsible bidder" is a bidder who has the financial resources, personnel, facilities, integrity, and overall capability to complete a particular City of Flagstaff contract successfully.

3. Can a stipulation of "all or none" on behalf of the vendor for his materials lead to a disqualification of the bid?: Yes. If it is in the best interest of the City of Flagstaff to accept the "all or none" stipulation, the bid may be accepted for evaluation. However, if the City of Flagstaff determines that the "all or none" stipulation is not in its best interest, the bid may be disqualified by the Purchasing Director.

4. May a vendor call and ask to review the contract file and request information about an award?: Bidders may request to review files. A tabulation of bids is posted in the Purchasing Division, approximately seven days after bid opening. Vendors are encouraged to visit the Purchasing Division and review bid tabs or send a self addressed stamped envelope and the bid tab will be sent to you.

5. Who manages surplus property?: Surplus property is managed by the Purchasing Division, which also schedules auctions, spot sales, or competitive bidding for surplus property.

6. To whom are questions about surplus property referred?: Questions concerning surplus property should be referred to the Purchasing Division. Phone: (928) 213-2206

7. What should I do first if I wish to bid on City of Flagstaff business?: Contact the Purchasing Division and request a Vendor Application Form or select Electronic Form for a downloaded copy of the form. Completing and returning the form will guarantee placement on the Vendor’s Mailing List. Bids currently issued, but not opened, will be sent to those requesting it.

8. May I bid if I don't handle the brand listed on the IFB?: Yes, if the bid specified "a brand name or equal", you may offer an alternative "or equal" brand. "Or equal" products will be evaluated after bids are received, based on literature submitted and any required testing for the product.