Frequently Asked Questions
What are the steps to follow in order to do business with the city of Phoenix?
Answer: If you would like to provide goods, general or professional services to the city of Phoenix, follow the Step-by-Step - Supplying Goods, General or Professional Services.
If you are a construction subcontractor, follow the Step-by-step - Construction Subcontracting Opportunities.
How does the city procure goods and services?
Answer: The Purchasing Division is the purchasing authority for most commodities and non-professional services made for the city.
Vendors shall not make sales to city employees without first obtaining a purchase order unless prior approval is given by the Purchasing Division.
All purchases of supplies, equipment and contractual services (except professional services) where the cost exceeds $50,000 are purchased on the basis of formal competitive sealed bids or proposals. These types of solicitations are called Invitation for Bid or Request for Proposal.
Purchases of $50,000 and less are made on the open market and whenever possible these purchases are based on a minimum of three informal quotes. Quotes may be solicited by mail, email, fax or telephone.
Some small purchases (under $1,000) are made directly by city departments using "Departmental Purchase Orders."
Specific bidding procedures have been established by the city to conform to the requirements established by law and to provide for uniform treatment of all vendors.
Who do I call if I have a question and cannot find an answer?
Answer: For questions related to architectural & engineering services, contact the Engineering and Architectural Services Department at 602-534-2798.
For questions related to the purchase of commodities and services, contact the Purchasing Division at 602-262-7181.
Can I contact departments directly to sell my products/services?
Answer: City departments are responsible for purchasing goods and general services under $1,000. They also are responsible for professional services. You may contact the department's Business Liaison to find out what opportunities may be available.
Is there a bid price preference for minority or women-owned businesses?
Answer: Yes. Certified MBE or WBE firms are given a 5 percent bid price preference for all contracts valued up to $250,000, or a 2.5 percent bid price preference for contracts more than $250,000 but under $500,000.
To learn more about the program visit M/W/SBE Participation Program.
Will the city of Phoenix accept faxed Invitations for Bid or Requests for Proposal?
Answer: No. The city of Phoenix Purchasing Division can only accept sealed bids or proposals to maintain confidentiality until they are publicly recorded during bid or proposal opening.
This does not apply to Requests for Quote (purchases under $50,000).
Do I have to complete the Affirmative Action paperwork every time I submit a bid?
Answer: No. If you are currently in compliance with the city's affirmation action requirements, it is not necessary to submit affirmative action paperwork with your bid. Firms are also responsible for maintaining their eligibility during the life of any contract and failure to do so may result in termination of the contract.
Any questions in regard to this Affirmative Action Program should be directed to the Affirmative Action Contractor Compliance Section of the Equal Opportunity Department, (602) 262-6790. The City of Phoenix extends to each individual, firm, vendor, supplier, contractor and subcontractor an equal economic opportunity to compete for City business. Successful majority firms are expected to use disadvantaged, minority-owned and women-owned businesses in the subcontracting and purchasing of services and commodities that reflect the business community ethnic composition.
What about bond, surety and insurance requirements?
Answer: Bonds, sureties and insurance may be required for various procurements. Always review these requirements with your insurance agent or broker prior to submitting your bid/proposal to ensure you comply.
Bond, surety and insurance requirements are specified in the procurement document.
How can I find out which buyer handles the goods or services I sell and how do I set up an office visit?
Answer: Visit Purchasing Division Staff for the commodity/service assignments for each buyer. The Purchasing Division has open hours between 1 to 3:30 p.m. every Wednesday for any interested vendors to come in and discuss their business. Buyers are also available to meet by appointment.
How can I find out which services or commodities are currently available for formal bid or proposal?
Answer: Visit Goods/General Services Current Solicitations.
How can I get a copy of the tabulation of bids on a particular bid?
Answer: Visit Goods/General Tabulations and Awards.
Who in the city do I contact to get payment for my invoice?
Answer: All invoices should be mailed to the city of Phoenix, Accounts Payable, 251 W. Washington St., Phoenix, AZ 85003-2295. Questions regarding payment of invoices should be directed to 602-262-4918.
What is a Pre-Bid/Pre-Proposal conference?
Answer: The pre-bid/pre-proposal conference is a meeting held prior to the bid/proposal due date to discuss the specific Invitation for Bid (IFB) or Request for Proposal (RFP) document. This meeting gives vendors the opportunity to ask questions and to request clarifications prior to submitting their bid/proposal. Pre-bid/pre-proposal conferences are held for most formal IFB's or RFP's solicited by the city. While pre-bid/pre-proposal conferences are not usually mandatory, vendors are strongly urged to attend.
What criteria is used to award bids and proposals?
Answer: Bids for goods and non-professional services are awarded to the lowest responsive and responsible bidder(s) meeting specifications. RFP award recommendations are based on other criteria in addition to price. The procurement document will specify the method of award.
What is BidSource?
Answer: Maricopa County based firms have the opportunity to enroll in the BidSource program, which is an affiliate of the Greater Phoenix Chamber of Commerce. BidSource provides Maricopa County based businesses with government bid notifications from the city of Phoenix, other local cities, school districts, counties, state and federal agencies. The BidSource program is designed to assist public sector entities who are seeking Arizona vendors with guidance and information about government procurement in Arizona, nationwide and internationally. If you are a Maricopa County based company and are interested in the BidSource program, visit htpp://www.bidsource.com or call 602-495-6468.
How often does the City hold surplus property auctions?
Answer: The city's public auctions for surplus property are held four times a year (February, May, September and November). For more information, call 602-262-5006.