The Kissimmee Utility Authority (KUA) welcomes the opportunity
to do business with interested vendors. KUA is a municipal electric utility
under the direction of a five-member Board of Directors. Its service area
covers the city of Kissimmee and some incorporated areas, totaling 85 square
miles. KUA is the 6th largest municipally-owned electric utility in Florida,
serving approximately 47,000 customers.
Bidders Mailing List
The Kissimmee Utility Authority has contracted with Information
On Demand, Inc. for the maintenance of an automated vendor list. This list
categorizes each vendor by commodity codes for the specific goods or services
offered by the vendor. Businesses who have subscribed to the vendor list are
notified by fax or e-mail whenever a formal sealed bid has been issued for the
commodity or service offered by the vendor. To have your firm placed on the
vendor list , contact Demand Star
for details on the $30.00 per year subscription. The application asks for
general information about your firm and lists the commodities and services the
firm wishes to sell to the Authority. If you are currently registered as a
vendor in Osceola County through IOD, then Kissimmee Utility Authority bid
information will be automatically sent with no further action required by the
vendor.
Hours of Operation
Office hours are from 8:00 a.m. to 5:00 p.m., Monday through
Friday. Should you wish to meet with personnel within the Purchasing Division,
you are encouraged to set up an appointment. It is recommended that initial
contact with other KUA departments be made through the Purchasing Division.
This will ensure proper processing and save valuable time for all parties.
How KUA Buys
Rules governing purchasing and contract procedures were
established under the concept of open competitive bidding. KUA purchases in
accordance with applicable laws, statutes, and ordinances. Purchase awards are
made to the lowest responsible vendor who meets KUA's specifications and has
the capacity to deliver the product/service.
Purchases valued between $400 and $10,000 are made on the open
market by securing quotations via telephone contact or written quote with sales
representatives. Purchases valued over $10,000 but less than $25,000 require
competitive solicitation by at least three written informal quotations, which
can either be sent and received by first class mail or facsimile. This
requirement may be waived when such waiver is determined to be in the best
interest of KUA.
Purchases in excess of $25,000 require formal Invitation for
Bids (IFB)sent to responsible prospective vendors on the bidders list. Notice
of IFB is posted on a bulletin board located in the front entrance of the KUA
Administration Building at 1701 West Carroll Street, Kissimmee, Florida. No
facsimile bids will be allowed at any time in response to a formal bid
invitation. Award of bids greater than $50,000 are approved by the Kissimmee
Utility Authority's Board of Directors which meet once a month.
What is Expected of the Vendor
New sources of supply will be given due consideration to enable
KUA to have multiple sources of supply in all commodities. All vendors shall be
afforded equal opportunity to quote and will compete on equal terms. KUA
encourages all segments of the business community to participate in its
purchasing program.
KUA expects the vendor to: deal with honesty and integrity;
deliver a high quality product/service, on time, and as ordered; teamwork,
communication; and to have the necessary facilities, equipment, materials, and
labor force to meet your obligations. We strive for high quality, low cost, and
superior service levels. We encourage vendor competition and vendor compliance
with all applicable laws.
Submitting a Bid
All formal bids must be submitted in a sealed envelope with the
bid number written or typed on the envelope. Bid proposals may be delivered
personally or by mail and must be in KUA by the date and time shown in the "
Invitation for Bid". All bid forms must be properly signed before they are
acceptable. Solicitors of KUA's business should make certain of the following:
(1.) Detailed specifications and bid documents should be thoroughly read and
all instructions and conditions met. This avoids the unpleasant experience of
having your proposal rejected on a technicality. (2.) Ensure that bids are
submitted to 1701 West Carroll Street, Finance Department/Purchasing Division,
Kissimmee, Florida 34741 before the closing time. Failure to do so will result
in return of the unopened proposal.
Vendors capable of supplying items and meeting specifications
should compute a quotation and complete the bid forms. Those vendors unable to
bid all items should still bid those items they can supply unless the contrary
is specified. Should the vendor be unable to supply any items, a "Statement of
No Bid" must be completed and returned to KUA for the vendor to remain on the
Bidders' List. Any mistake in a bid must be corrected before the time of the
bid opening. Bidders must present proper identification to KUA before any
change in the bid can be authorized. Once the bid opening begins, all bids must
stand as read.
Addendum
When necessary, addendum to the Invitation for Bids are sent to
every firm acquiring a copy of the bid as soon as the need for interpretation
or modification is required. Bidders not fully understanding such request
should contact the department and ask for an interpretation from the Contract
Administrator. All addenda must be noted in the applicable space provided on
the bid form.
Specification
Specifications describe the quality and quantity of goods or
services required and are determined by application as needed. A copy of the
legal notice is sent together to each business enrolled on the
Demand Star list. Amount of the deposit and conditions for refund are
specified in the legal notice.
Due to the highly technical nature of some specifications, there
are instances when a brand name may be used to describe a particular product.
In these instances, and in order to avoid eliminating competition, KUA includes
the term "or approved equal" in written specifications. When bidding an
"approved equal", the burden of proof is on the vendor. Firms receiving
specifications should ensure that every detail is understood. Any alteration or
deviation may be grounds for disqualification of a bid.
Bid Deposit and Performance Bonds
In general, no bid security is required on the majority of
purchases; when deemed absolutely necessary, a bid bond may be required to
accompany bids. In such instances, information shall be made clear in the
public notice inviting bids. Bid deposits shall be returned to unsuccessful
bidders. The customary bid deposit, when required, is 5%, of the amount bid in
either bid surety, certified, or cashiers check payable to KUA. Requirements
for a performance and payment bond are dictated by the nature and amount of the
procurement. When performance and payment bonds are required, the transaction
must be handled through a surety company authorized to do business in the state
of Florida.
Insurance
Generally, any purchases specifying that a bidder perform
certain work on KUA property or provide certain professional services will also
require that the bidder obtain valid insurance certificates naming KUA as an
additional insured for that project. Types of insurance typically requested are
worker's compensation, comprehensive general liability, business automobile
liability, builder's all-risk and professional liability Insurance.
Rejection of Bids
The Kissimmee Utility Authority reserves the right to accept or
reject any or all bids, waive irregularities and technicalities, and require
rebidding. Bids are awarded to those firms which best serve the interest of KUA
as to price, suitability, and any other determining factors.
Public Disclosure
Under Florida's Public Records Act, any person has the right to
review any document which is kept by KUA in the course of its regular business.
The bid documents will remain sealed between the time of receipt and the
established time for the official bid opening. All bid openings are open to the
public. Bid tabulations, bid documents, and other purchasing records will be
made available to the public for examination. If confidential documents are
submitted along with the bid, they should be so marked with a request for their
return.
Taxes
KUA is exempt from state sales tax: Sales Tax Exemption
Certificate No. 59-05-010473-54C. A copy of the tax exempt information will be
provided upon request.
Tabulations
Bid results shall be made after all bids have been tabulated,
analyzed, and awarded. Information on results shall be posted on the bulletin
board located in the lobby of the KUA Administration Building at 1701 West
Carroll Street, Kissimmee, Florida.
Delivery
Bidders are requested to provide a specific date for delivery of
items after receipt of order. Information on delivery time is important to the
user and could be a determining factor in the choice of vendor. Delivery of
items purchased by KUA must be in accordance with the instructions included in
the bid specifications. Items will be bid F.O.B. Kissimmee, delivered to a
specified address. Freight charges, unless otherwise specified in the purchase
order, will not be allowed. Any variation from this requirement is cause for
rejection of bid.
Sale of Surplus and Obsolete Materials & Equipment
There are occasions when KUA becomes the seller and actively
seeks buyers. This happens when surplus materials or obsolete equipment become
available through the various KUA departments. KUA's policy gives the
Purchasing Division the responsibility of classifying and choosing the proper
method of disposal of such material. Notices of sales are always advertised in
a local newspaper of general circulation.
Ethics
KUA's Purchasing Division employees are purchasing professionals
and subscribe to and support a high level of ethical and moral conduct. KUA
policy prohibits any employee from accepting business or Christmas gifts (other
than advertising novelties) special privileges, or entertainment as a basis for
doing business. Employees must not become obligated to any supplier and shall
not participate in any KUA transaction from which they will benefit directly or
indirectly.
Professional Affiliations
In order to ensure the best possible value at the lowest possible cost to KUA,
and provide for a fair and equitable system for vendors, it is essential to
promote a constant exchange of ideas on sound governmental purchasing
techniques. Toward this end, the Purchasing Division of the Kissimmee Utility
Authority holds membership in the purchasing professional associations.