Submitting Hints

The following is not an all inclusive listing. Contact the Purchasing Division at 954-535-2722 with any questions you may have.

Hints for Responsive and Responsible Bid Submission
Tips for the Pre-Bid Meeting:
  • Show up. Not attending a mandatory meeting shall cause the bid submission to be rejected
  • Read the bid documents and drawings before the meeting
  • Bring the bid and drawings with you
  • Bring business cards
  • Ask questions, make suggestions
Submitting a Responsive and Responsible Bid
  • Submit any questions in writing (email is preferable) before the cutoff time
  • Follow the bid instructions
  • Submit all appropriate insurance forms, licenses, certifications
  • Sign documents that are required to be signed
  • Submit before the deadline, late submittals shall be rejected
Hints for Submitting a Responsive and Responsible RFP
Tips for the Pre-Proposal Meeting:
  • Show up. Not attending a mandatory meeting shall cause the RFP submission to be rejected
  • Read the RFP before the meeting
  • Bring the RFP with you
  • Bring business cards
  • See something in the RFP that “hurts”? Tell us now
  • Ask questions and make suggestions; that’s why we’re meeting. Together we can deliver a superior project
Improved Chances
You can improve your chances of being on the short list if you do the following:
  • Read the RFP thoroughly. We have placed the required submittals in a separate section to make it easier for you.
  • Remember that everything required is necessary for a thorough evaluation.
  • Follow all instructions. Use tabs where indicated and follow the order of items. Not following instructions can make your submittal non-responsive. Remember, the quicker the Evaluation Team can find the information, the quicker the evaluation process can be completed.
  • Don’t substitute other forms and formats where the RFP states not to; not complying with a mandatory requirement will result in your proposal being rejected.
  • Use matrixes and charts; they can save space and have a greater impact than narrative in certain areas.
  • Keep to the page submittal maximum if stated; exceeding it can lower your score
  • Make all concerns / questions known to the city contact person in writing (email preferred) prior to any question deadlines stated in the RFP. All proposers shall be notified of changes.
  • Make sure that the experience portions of the submittals are comparable to the project being proposed.
  • Keep it believable.
  • Submit prior to the closing time; leave plenty of time for delivery. All late proposals shall be rejected.
Achieving Top Rank
You can improve your chances of being ranked number one for your oral presentation if you do the following:
  • Don’t repeat what’s in your book; we have already read it, that’s what got you here.
  • Do some legwork; learn about the city.
  • Bring the project team members to the meeting. Your project team leader should be the lead speaker. Don’t bring personnel who will not be involved in the project. Substituting “guest speakers” for team members shall result in that team’s disqualification. We want to meet the people who will be working with us, not professional speakers. Each team member attending should speak about their role in the project.
  • Show how your approach and methodology demonstrates your understanding and appreciation of the project.
  • Keep the talk about past projects to a minimum unless it demonstrates project relevant time and dollar savings. Instead, show us what you can do with the present project.
  • Show timelines and alternative methods to make this project happen.
  • Describe your firms resources and special talents.
  • Tell us why your firm’s team is the best team for the job.
  • Remember to show us what you can do with the present project.
Good luck!