Ocoee is committed to procuring commodities, contractual services, construction services, and professional services at the lowest possible cost without compromising quality. The responsibility of the Finance Department - Purchasing Division is to procure commodities, contractual services, construction services, and professional services based on quality, service, price, and overall best value to the City while providing for fair and open competition and cultivating community trust in the City’s practices.
The City has established proper procurement practices in compliance with City Charter and Chapter 21 of the City’s Code of Ordinances, State of Florida Statutes, and Federal Code of Regulations. The Purchasing Division is a member of the National Institute of Government Procurement (NIGP), the Florida Association of Public Procurement Officials (FAPPO), Central Florida Chapter of NIGP (CFC-NIGP), and is certified by the Universal Public Procurement Certification Council (UPPCC).
The City has transitioned to a new e-Bid/RFx software powered by Mercell Source-to-Contract (formerly Negometrix). All solicitations will be released electronically through Mercell, and responses from bidders must be submitted electronically through Mercell's online platform. By using Mercell prospective bidders have access to information regarding a solicitation including the bid date and time, the solicitation documents, addendums. and changes to the project requirements. Mercell is a completely free service for all prospective bidders. Prior to submitting a bid, prospective bidders are required to set up a free account with Mercell by registering at app.negometrix.com. Please note the negometrix link will automatically direct you to the Mercell Source-to Contract website.
The City requires vendors to submitt a completed City vendor application and completed IRS W-9 form in order to be added to the vendor list. Each City department has access to this vendor list for quote purposes and is responsible for the purchase of commodities and services for their department up to their authority levels.
Purchasing oversees a centralized/partially decentralized procurement system. In accordance with the thresholds below, the City issues Purchase Orders for invoice payments, or payments are made by city-issued purchasing cards.
|Level||Dollar Threshold||Method of Solicitation||Authority to Approve|
|Level One||Individual Item and/or|
Total Purchase less than $5,000.00
|One Verbal Quote, City’s Purchasing Card should be used when possible||Department Director or Designee|
|Level Two||Individual Item and/or Total Purchase $5,000.00 and over and less than $10,000.00||Two Written Quotes||Department Director or Designee (Requires City Commission approval for capital items if amount exceeds budgeted amount or has been changed from original budget)|
|Level Three||Individual Item and/or Total Purchase $10,000.00 and over and less than $25,000.00||Three Written Quotes||Purchasing Agent (Requires City Commission approval for capital items if amount exceeds budgeted amount or has been changed from original budget)|
|Level Four||Individual Item and/or Total Purchase $25,000.00 and over and less than $50,000.00||Three Written Quotes||City Manager (Requires award or rejection by City Commission if the purchase exceeds the original budgeted dollar amount, or has been changed from original budget)|
|Level Five||Individual Item and/or Total Purchase $50,000.00 and over||Formal Solicitation||City Commission|