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City of Midland

Purchasing Department

Purchasing Agent Mike Meyer
989-837-3331

 

 

HOW TO GET ON THE CITY’S MAILING LIST FOR PROJECT BIDS

 

The City’s Purchasing Department keeps a list of businesses that are likely to submit bids for different City projects. Once a business has been added to that list, Purchasing can mail, fax or e-mail bid packets to the business for those City projects that are likely to match the company’s services and/or products.

 

Your company has two means of being included on this list - you can either:

1)    fill out the City’s online form; or,

2)    in hard copy form on your company letterhead, tell us what products or services your company has to offer to meet the City’s needs. Please also include the address to which bids and quote solicitations can be sent, and the telephone and fax numbers of a sales representative we can work with. If sending information on your company’s letterhead, please submit it to:

City of Midland

Attn: Purchasing Dept.

333 West Ellsworth Street

Midland, MI  48640-5132

 

Per City ordinance, we are required to seek written quotes on purchases of goods or services anticipated to exceed $3,000 and to solicit formal, sealed bids on all items expected to exceed $10,000 in value.  Smaller purchases may be handled by the individual user department through less formal written or oral quotes from known suppliers.  Formal bids are also advertised in the Midland Daily News in the legal ads portion of the classified section. 

 

For further information, contact the City’s purchasing agent, Mike Meyer, at 989-837-3331.

 

 

HOW TO SUBMIT A BID FOR A CITY OF MIDLAND PROJECT

 

If you have not previously bid on City projects, please refer to the above steps on how to be included on the City’s bid list. Once that information has been received by the City’s Purchasing Department, every effort will be made to send bid packets to you as projects arise that are appropriate to your business’ services and/or products.

 

To submit a bid for any City of Midland projects appropriate to your business’ services and/or products, follow the steps below:

 

  • Receiving a Bid Package for a Specific Project:  If you haven’t received a bid package complete with specifications for a particular City of Midland project and all necessary forms to be filled out, contact City Purchasing Agent Mike Meyer at 989-837-3331 or via e-mail at mmeyer@midland-mi.org. Or, you can view the City’s online listing of current project opportunities.

 

  • Forms:  Once you’ve received the bid package, fill out all forms per the instructions and return to the office of the City Clerk, City Hall, 333 West Ellsworth St., Midland, MI 48640, until the time and date indicated on the Invitation to Bid document contained in the package. Bids must be submitted on the forms included in the package with any exceptions, deviations or modifications to the published requirements clearly noted and explained.

 

  • Bid Openings:  Bids are generally opened each Tuesday at 2 p.m. at Midland City Hall. The bid opening date for each project will be indicated on the Invitation to Bid document in the project’s bid package. Bidders are welcome – but not required – to attend the bid opening for a given project.

 

  • Bid Award Notification:  Bids will be awarded in a time frame that is dependant upon the dollar value of a project: Awards over $20,000 require Midland City Council approval and therefore may take longer to process. Awards below $20,000 could be awarded sooner, as they are decided upon by City staff.

 

After a thorough review of all bids that are received by the bid opening date, either a representative of the City of Midland Purchasing Department or the City department through which a given project is coordinated/managed will notify the vendor that has been awarded the bid. The timeline for award notification will vary depending upon the project. Click here for more information on acceptance of bids.

 

  • Tabulation of Bids: After bids are opened, all bids are tabulated in a spreadsheet format. This spreadsheet (in Microsoft Excel) can be viewed and downloaded from this website or is available in hard copy form upon request from the City of Midland Purchasing Department. Project bid tabulations will be maintained on the Purchasing website for up to 30 days from the bid opening date. To view the latest bid tabulations for various City of Midland projects, click here.

 

  • Things to Consider About the Bidding Process (taken from the “Standard Instructions to Bidders” document included in your bid package)

Please Read Information Thoroughly before Submitting a Bid:

 

A)   Envelopes containing bids must be sealed and clearly marked on the outside of the envelope with the name and address of the bidder, the title and bid number of the project, and the date and time of the scheduled bid opening.

B)   Any bid received after the scheduled opening time will not be accepted and will be returned unopened.

C)   Any bidder may withdraw their bid response by written request at any time prior to the scheduled bid opening.

D)   Telephonic or faxed bids will not be accepted. In addition, telephonic, telegraphic, or faxed amendments to bids or withdrawals will not be accepted under any circumstances.

E)   Unless otherwise specified, no bid may be withdrawn, changed, or modified in any way for a period of sixty (60) calendar days from the date of the bid opening.

F)   Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after opening.

G)   Bids received prior to the time of the bid opening will be securely kept unopened.  No responsibility will attach to any officer or employee of the City for the premature opening of a bid not properly addressed or identified.

H)   In case of a discrepancy between unit prices and their extensions, the unit price bid shall govern.

 

Additional Instructions:

 

Brand Names:  Wherever in the specifications or proposal form brand names, trade names, manufacturer, or catalog numbers are called, it is for establishing a grade or quality level only and the phrase “or equal” is deemed to follow unless a prequalified list or the term “only”, “no exceptions”, or similar phrase is included.

 

Taxes:  The City of Midland is exempt from State and Federal taxes.  However, property purchased by a contractor to be used in the construction, alteration, repair, or improvement of property owned by the City is taxable to the contractor.  Therefore, the price bid for contracts other than construction contracts must be exclusive of taxes and will be so construed.  Construction contracts will be construed to include all applicable taxes unless the contract specifies otherwise.

 

Acceptance of Bids:  The City will award to the lowest, responsive, responsible vendor that meets the functional requirements and needs expressed by the specifications.  Tie bids will be awarded based on the most favorable terms for payment and/or delivery schedule or other costs associated with the award process.  Receipt of a purchase order or properly executed contract covering the materials or services as described in the bid will indicate the award of bid and contract of purchase.

 

City’s Rights:  The City reserves the right to accept or reject any or all bids, to waive irregularities or defects, to award on a split-order or lump-sum basis, and accept other than the low bid when deemed to be in the City’s best interests.

 

Delivery:  Bids shall include all delivery charges with terms of Freight Prepay - FOB Midland, MI.

 

Laws:  The laws of the State of Michigan shall govern the rights, obligations, and remedies of the Parties under this bid and any agreement reached through this process.  The City of Midland is a Michigan municipal corporation.

 

Disclosure:  All of the information included in your bid response is subject to the “Freedom of Information Act” and may be disclosed in its entirety after the formal, public bid opening has been completed.

 

Independent Price Determination:  By submission of this proposal, the bidder certifies that the pricing structure offered has been arrived at independently without consultation, communication, or agreement of such prices for the purpose of restricting competition with any other bidder or competitor.

 

Acceptance of Materials:  All components used in the manufacture or construction of materials, supplies, and equipment, and all finished goods, shall be new, the latest make/model, of the best quality, and highest grade workmanship.  In the event the delivered material is found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the bidder and return the materials to the bidder at the bidder’s expense.

 

For further information on the bidding process, contact City Purchasing Agent Mike Meyer at 989-837-3331.