Bid and Proposal Process
The standard method Miami-Dade County uses to acquire goods or services is the Invitation to Bid (ITB) process. We look for the lowest price on specified goods and services. Price is the primary basis for award.
All competitive solicitations for goods and services are issued through the BidSync Electronic Bidding System. For help with registration or training, call the BidSync Support Team at 1-800-990-9339.
Miami-Dade County purchases goods and services through open solicitations to encourage competition which can provide the best results at the lowest cost. Business opportunities are posted online.
Some acquisitions call for the Request for Proposals (RFP) or Request for Qualifications (RFQ) processes. Contract awards for RFPs and RFQs are not based solely upon price. Other factors, such as qualifications and experience of principals and staff; methodology and management approach; understanding of the project and the County's objective; technical superiority; financial stability; experience; and history of the firm, among others, are taken into consideration.
A Request for Qualifications (RFQ) process may be used to determine the qualifications from proposers when the County has not completely established the scope of services. For example, when creating a pool of qualified vendors to be used on an rotational basis, or in a two-step competitive basis where the scope of services is incomplete and only those firms selected in the qualification phase compete when a particular work order is established.
Although the County prefers a competitive process to acquire goods and services, in unusual circumstances, where the claim can be adequately justified, a Bid Waiver or a Sole Source process may be used. Take a look at some of the items on our Advanced Notice to Waive Competition listing. If you believe you can provide the good or service we are looking for, please let us know.
General Terms and Conditions:
Invitation to Bid (ITB)
The Bid Process begins when we will advertise business opportunities.
The Cone of Silence begins when the bid is advertised and ends when the designee issues a written recommendation for award. All communications must be in writing.
More complicated projects may be done through a Request for Proposals (RFP) or Request for Qualifications (RFQ). A pre-proposal conference may be held with potential bidders before the Cone of Silence goes into effect.
Cone of Silence
The Cone of Silence prohibits certain oral communications regarding a particular RFP, RFQ or bid during the period the Cone is in effect. Written communications, copied to the Clerk of the Board, are permitted at all times. Administrative Order 3-27, contains a complete and thorough description of the Cone of Silence.
The Cone of Silence Report lists all of the contracts affected by the County's Cone of Silence ordinance and show the dates during which the Cone of Silence is to be in effect.
Preparing your Bid
Important bid requirements:
- Bid proposal must be typed or printed in ink.
- Firm's authorized agent must sign bid proposal.
- Disclosure Affidavits
- Performance Bond
- Liability Insurance
- Other requirements as specified in the bid
- Manufacturer's Certification
- Licenses or Trade Certificates
- Governing legislation that pertains to procurement
Common Bid and Proposal Mistakes
- Forgetting to sign the offer.
- Submitting the offer to the wrong location.
- Submitting the offer without the title or number on the envelope.
- Overlooking special conditions or specifications of the solicitation.
- Leaving out affidavits and other documentation.
Learn how to avoid these costly mistakes. Call 305-375-5773 now to reserve your space in the next workshop.
The Cone of Silence is still in effect.
- Bid proposals opened and tallied.
- Bid proposals evaluated.
Bid must be responsive and responsible.
- Responsive - A bidder who complies with all specifications and terms set forth in the Invitation to Bid (ITB).
- Responsible - A bidder whose reputation, past performance, business and financial capabilities indicates the bidder is capable of satisfying the terms and conditions of the ITB.
Cone of Silence lifted once written recommendation has been made.
- Notification of Bid Award
- Contracts valued at $250K or more - Recommendation for award received by mail.
- Contracts valued at less than $250K - Contracts are posted on line for three business days.
- Notification of Bid Award
Protest an Awarded Bid
Bidders may protest an award recommendation by filing a written intent to protest with the Clerk of the Board within 3 business days of the filing of the award recommendation (Implementing Order 3-21).
This 3-day period begins on the business day after the filing of the award recommendation.
The bidder must then file all pertinent documents and supporting evidence with the Clerk of the Board and mail copies to all participants in the competitive process and to the County Attorney within 3 business days after the filing of the written intent to protest.