The City of Springfield purchases approximately $75 million worth of
goods and services annually, with nearly $50 million of this amount
spent in Lane County. The goods and services range from high dollar
value Fire Fighting Equipment to lower value mini-construction projects
in City Hall. Oregon State law requires that the City purchase the
bulk of these through competitive procurement, but in order for there
to be competition, the City must have as wide a variety of suppliers
as possible from which to select their contractors.
To provide for this competition, the City of Springfield encourages
companies interested in doing business with the City of Springfield
contact Jayne McMahan, in City Purchasing at 541-726-3708,
fax 541-726-3782, or e-mail firstname.lastname@example.org.
Please furnish her with the company name, address, telephone, fax
numbers, main contact name, e-mail address/web
site, and type of goods and/or services provided. This information
will be loaded into the City’s Vendor Data Base which is utilized
on a rotating basis when sending out solicitations for contracts. The
data base is broken down by company name within type of goods/services
provided. Listing on the City Vendor Data Base however is no guarantee
that a company will be awarded a City of Springfield contract.
With lower dollar value contracts, (under estimated $99,999), a City
representative will solicit companies by phone, e-mail or fax, and ask
them to provide in writing, their cost for furnishing the specific goods
or services. Generally the company that offers the lowest price will
be awarded the contract. The award is of course contingent upon this
company providing the goods/services that the City specifies within required
delivery time. Contract awards for services may also require that a company
carry a certain type and dollar value of liability insurance. Companies
that fail to respond to City solicitations, or have problems in providing
the promised goods or services are dropped from the vendor listing.
For higher dollar value contracts, (over $100,000), the procedure for
soliciting a contract is more formal. Advertisements are placed in local
newspapers and the Portland Commerce Business Daily, that announce the
City’s solicitation for a new contract. The ads are also loaded
into the City’s web site, www.springfield-or.gov.
These solicitations come in one of two types, an Invitation to Bid,
(the company with the lowest price will generally be awarded the contract,)
or a Request for Proposal (contract is awarded based on a series of evaluation
points, of which price is only one element). The ad lists the name of
the individual in the City that the companies can contact to provide
them with a detailed contract solicitation packet, and answer any questions.
This packet lists the contract specifications and includes a specific
closing date by which the company must submit the bid or proposal. The
City utilizing its Vendor Data Base, may also send out these packets
to those companies they know could fulfill the contract.
Generally these bids and proposals must be received by mail or package
delivery service prior to the deadline, but arrangements can be made
before hand with City Purchase for electronic delivery if necessary.
At the date and time of closing, the bids or proposals are opened in
a public meeting and the prices announced, however the contract is not
awarded at this time. The bids or proposals are subsequently evaluated
by a panel made up of City employees, and the contract awarded to the
responsible company with the lowest responsive price, (Invitation to
Bid), or evaluated best qualified to fulfill the contract (Request for
Proposal). All companies submitting bids or proposals, are officially
notified of the City’s decision on awarding a contract.
In order to increase competition and lower prices, the City of Springfield
is always searching for new sources to provide goods and services. If
you have any questions about doing business with the City of Springfield,
please contact Jayne McMahan at the City Procurement and Contracts, telephone 541-726-3708,