Purchasing for the Town of Dundee is coordinated through the Town Clerk’s office. In conjunction with the Administration & Finance Division, the purchasing department is responsible for the procurement of all goods and services in a manner that is ethical, impartial, open, fair, honest, and in accordance with policies, procedures, and laws.
The Purchasing Department administers all Request for Bids (RFB), Request for Proposals (RFP), Request for Qualifications (RFQ), Request for Quotation (RFQ), and Request for Information (RFI) in order to obtain goods and services in the most cost-effective, timely and professional manner.
In addition, the Purchasing Department also works with all town departments to:
- Process purchasing requisitions,
- Determine appropriate purchasing methods,
- Assist in obtaining quotes
- Develop standard specifications
- Consolidate requisitions and purchase of like items to obtain the maximum economic benefit and cost savings
- Explore the possibilities of buying in bulk to take full advantage of quantity discounts.
- Manage the City’s surplus property to include arranging for disposal through an online auction.
- Develop purchasing policies and procedures for the purchase and contract of all materials, supplies, equipment, and services.
The Town of Dundee uses both a decentralized and centralized approach to buying with $30,000 being the threshold between the two types. Individual departments purchase their own items that fall under the $30,000 threshold and the Purchasing Division facilitates the purchase of items over $30,000.
For the disposition of surplus property, the Town uses Central Florida Auction.
Purchasing Department OPEN Bid Schedules
| BID ID | Status | Announced | Questions Due | Pre-Bid Meeting/Site Visit | Bid Due Date | Project Name | Actions |
|---|---|---|---|---|---|---|---|
| RFP 23-05 | Open | August 16, 2023 | August 30, 2023 | August 23, 2023 | September 12, 2023 | Lake Marie Pedestrian/Bike Trail Bridge Replacement | RFP 23-05 Lake Marie Bridge Replacement |
| RFP 23-06 | Open | August 16, 2023 | August 30, 2023 | August 23, 2023 | September 12, 2023 | Veteran's Memorial Design & Installation | RFP 23-06 Veteran's Memorial |
| RFQ 23-01 | Open | August 16, 2023 | August 30, 2023 | August 23, 2023 | September 13, 2023 | Continuing Professional Consulting Services Contracts | RFQ-23-01 Continuing Contracts Rev |
Purchasing Department CLOSED Bid Schedules
| BID ID | Status | Close Date | Project Name | Results Issued Date | Actions |
|---|---|---|---|---|---|
| RFQ #18-01 | CLOSED | 04/08/2018 | Water, Sewer, Stormwater Rate Study | 08/14/2018 | Download Results |
| RFP #18-04 | TERMINATED | 12/07/2018 | Demolition Services | 12/12/2018 | Download Results |
| RFP #18-05 | TERMINATED | 01/16/2019 | Repaving & Milling Services | 01/21/2019 | |
| RFP #19-01 | CLOSED | 02/11/2019 | Demolition Services - 705 N. Adams Ave | 02/13/2019 | Download Results |
| RFP #19-02 | CLOSED | 02/11/2019 | Road Resurfacing & Milling Services | 02/13/2019 | Download Results |
| RFP #19-03 | CLOSED | 05/20/2019 | Residential & Commercial Solid Waste, Recycling, Yard Waste and Bulk Waste Removal Services | 06/11/2019 | Download Results |
| RFP #20-05 | CLOSED | 08/14/2020 | Remova/Demo of Old Docks and Replace with New Aluminum Floating Docks at Lake Menzie | 08/14/2020 | Download Results Here- RFP 20-05 |
| ITB #20-06 | TERMINATED | 01/28/2020 | Removal/Demo of Existing Public Works Fence and Replace with New Fence | N/A | ITB 20-06 Termination Notification 01.28.2021 |
| ITB #21-01 | CLOSED | 04/02/2021 | Chain Link Fence at Public Works Facility | 04/07/2021 | ITB 21-01 TABULATION RECORD 20210407 |
| RFP 22-01 | CLOSED | 01/27/2022 | 02/11/2022 | 02/09/2022 | RFP 22-01 TABULATION RECORD |
| RFP 22-02 | TERMINATED | 04/14/2022 | Historical Depot Renovation | N/A- Cancelled to no attendance to mandatory site visit & pre-bid meeting | TERMINATED |
| RFP 22-03 | CLOSED | 03/16/2022 | Design Construction and Installation of Splash Pads | Received no bids. | N/A |
| RFP 22-02 | CLOSED | 04/28/2022 | Margaret Kampsen Historic Train Depot Interior/Exterior Renovation | 05/02/2022- Intent to Award | RFP 22-02 TABULATION RECORD |
| RFP 22-04 | REJECTION OF ALL BIDS | 06/06/2022 | New 40'x40' Steel Building for Utility Department | 06/13/2022- Rejection of all bids 06/07/2022- Intent | Notice of Rejection of All Bids RFP 22-04 Final Bid Tabulation Record |
| RFP 22-03 | TERMINATED | 07/22/2022 | DESIGN CONSTRUCTION AND INSTALLATION OF SPLASH PADS | Received no bids. | N/A |
| RFP 22-05 | CLOSED | 10/07/2022 | DESIGN, CONSTRUCTION, AND INSTALLATION OF A 350KW GENERATOR, INCLUDING DEMOLITION AND REMOVAL OF EXISTING GENERATOR | 10/07/2022 | RFP 22-05 Tabulation Record |
| RFP 22-06 | CLOSED | 01/06/2023 | Mobile Event Stage | 01/20/2023 | RFP 22-06 Tabulation Record |
| RFP 23-01 | CANCELLED | 01/23/2023 | Renovation & Remodel of the Dundee Fire Department | Cancelled 01/17/2023 | RFP 23-01 has been cancelled due to no attendance at the January 17, 2023 mandatory site visit & pre-bid meeting. |
| RFP 23-01 | CANCELLED | 02/21/2023 | Renovation & Remodel of the Dundee Fire Department | Cancelled 02/16/2023 | RFP 23-01 has been cancelled due to no attendance at the February 15, 2023 mandatory site visit & pre-bid meeting. |
| RFP 23-01 | CLOSED | 04/04/2023 | Renovation & Remodel of the Dundee Fire Department | 04/04/2023 | RFP 23-01 Tabulation Record Final |
| RFP 23-02 | CLOSED | 07/18/2023 | Dundee Fire Department Engine Bay Door Replacement | 07/26/2023 | RFP 23-02 Tabulation Record |
For Specific Bid documentation of any CLOSED bid, please contact the Town Clerk at TDouthat@townofdundee.com
Informal Department Purchases
Town Policy states that all purchases over $500 require a department to get three (3) quotes from vendors for an informal comparison of costs if a vendor is not on state pricing or has a continuing contract with the town. Department heads can then choose which of the three vendors they wish to use. A full record of purchases is available upon request from the Town Clerk’s office.