Three verbal quotes are required for the procurement of goods or services that have a dollar value between $5,000 and $9,999. Goods or services that are estimated to cost between $10,000 and $24,999 require three written quotes. Departments send out for quotes. All quotations are evaluated based on price and specifications. A purchase order, signed by the Director of Finance, is issued to the lowest responsible bidder.

Any single expenditure for goods or services that costs $25,000 or more requires the selection of the vendor through a competitive bid process. A bid specification package is developed and a legal notice soliciting bids is placed in a local paper with a large regional circulation. The legal notice will describe the goods to be acquired or the services rendered, where bid forms and specifications can be obtained, and the time and place for submission of bids.

The Director of Finance is in charge of all formal bids and holds public bid openings on the date and at the time specified in the bid notice. Bids are opened, read and recorded. Bidders and other interested parties are welcome to attend the bid opening. Results can be obtained at the opening or by calling the Finance Department at (860) 675-2335. All bids submitted are evaluated for compliance with the bid specifications, experience and financial stability of the vendor to perform the contract, performance on previous contracts with the Town and price. Unless circumstances warrant otherwise, award is made to the lowest responsible bidder.

When professional services are required, town departments prepare a formal Request for Proposals (RFP) and submit it to the Director of Finance for approval and advertisement. According to Section 55-8 of the Town Code, RFP’s are to be used for contracts for professional services with attorneys, physicians, architects, appraisers or other professionals whose services will be advisory or consulting in nature.

Unlike formal bids, the town does not hold public openings for responses to RFPs. Although RFPs are opened and recorded on the date and time specified in the RFP, information in proposals is not public until after a successful respondent is selected. Contracts are awarded based on qualifications, experience in providing the required service and the proposals responsiveness to the RFP requirements. A selection committee may be used to assist in choosing a successful respondent. Selection committees are composed of persons knowledgeable about the service requested and familiar with the Town. If a selection committee is established, respondents submitting a RFP may be invited to an interview with the Committee prior to final recommendation for contract award. The role of the selection committee is to recommend to the Director of Finance an individual or firm who the Committee collectively agrees can best provide the services requested.

For all bids and quotes submitted for purchases, not excluded by Section 55-8 of the Town Code, exceeding $2,500 but less than $500,000, any qualified and registered local vendor who has submitted a bid or quote not more than 5% higher than the lowest qualified bid or quote will be awarded the contract or purchase order, subject to Town Code section 55-6, so long as such local vendor agrees to provide the goods or services which are the subject of such contract or purchase order at the same price as the lowest qualified bid or quote received. In the event that more than one local vendor submits a bid or quote not more than 5% higher than the lowest qualified bid or quote, the award shall be to that local vendor originally submitting the lowest qualified bid or quote.

For purposes of this section, a qualified and registered local vendor is defined as one who maintains a principal place of business within the Town limits of Farmington by occupying real property in which to conduct such business or by paying ad valorem taxes on business property to the Town. Evidence of the maintenance of such principal place of business may include the ownership or long-term lease of real estate from which the principal place of the business is operated or the payment of property taxes on the personal property of the business to be used in the performance of the bid. This section shall not apply in any situation where the preference created by this section would violate Federal or state law or any existing contracts. Local Vendor Preference registration forms are available by contacting the Finance Department.

 Citations are paid in the Finance Department at Town Hall.