Department Purchases

Within the City's established policies, City departments have the authority to purchase between $0 and $2,499. If you sell small dollar items which are not covered under an annual contract, you may be able to sell directly to a City department. Your first contact; however, should be the City's Purchasing Division who can advise how the City buys the item you are selling and who to contact.

For Purchases $2,500-$74,999

Purchases between $2,500-$74,999 are generally competed through an informal solicitation process, typically by means of requesting written quotes. A Request for Informal Quotes (RFIQ) is the solicitation of written offers and/or pricing based on specifications of the required equipment, material, and/or general service. These are not publicly advertised and there is not a public opening. You can sign up with the City's online vendor management and online bidding platform at www.roswellgov.com/bids/bonfire to let all departments know that your company is available and ready to supply products and services, regardless of size. Note: This threshold is lower ($25,000) for professional services.

For Purchases above $75,000

These solicitations are formally competed. This means that they are posted publicly and advertised for specific time periods (depending on the type of solicitation, state law) but perhaps longer if the City determines that the market needs additional time to respond. They are advertised for state and City code required minimum times (between 14 and 28 calendar days, depending on the solicitation) prior to the solicitation proposal or bid due dates. Contract awards based on these solicitations must be approved by the Mayor and City Council. Bids are advertised in a variety of ways to accommodate state law and policy requirements, but formal solicitations will always be posted to the City's Bonfire Procurement Portal and the Georgia Procurement Registry.

Offeror/Pre-bid conferences are often held for formal solicitations to provide offerors with the opportunity to ask questions regarding the bid. The solicitation outlines the time and place for the offeror/pre-bid conference if they are part of the solicitation plan.

A public bid opening is required for formal sealed bids. Public bid openings and proposal announcement of offerors are held at the date and times provided for in the posted solicitation schedule. Bids and Proposals are submitted online via the City's Bonfire Procurement Portal.

Annual contracts are used to purchase many goods and services which the City buys repetitively over the course of a year. Annual contracts are bid for estimated quantities of commodities, equipment, or services, at a firm price, for a specified period of time, usually one year with possible renewals. Awards are made to qualified single or multiple vendors who meet specifications and conditions. Estimated quantities are based on prior usage by City departments but are not guaranteed.

Construction Services

Construction services are processed under the competitive bid or proposal process described earlier for purchases of $75,000 or more. Construction contractors are required to post performance and payment bonds in an amount equal to the contract award unless the contract is under $100,000. Construction bidders are also generally required to post a 5% bid bond at the time of bid submission. Evidence of liability and workers compensation insurance and potentially other proofs of insurance are also required after bid award. Any waiver of bonds will be noted clearly in the solicitation.

All construction contracts are bid through the City Purchasing Division. The same bid application as previously described should be used to register to bid on construction services.

Local Vendor Preference

The City of Roswell has enacted a Local Vendor Preference ordinance which applies to all informal and formal procurements greater than $10,000 excluding construction projects; professional and consulting services; federally funded projects; and online/electronic sealed bid/reverse auctions. A local vendor's responsive and responsible bid will be given preference in the contract award if the bid is within two percent (2%) of the low bid offered by a non-local vendor. The Local Vendor must operate and maintain a brick and mortar business within the corporate limits of the City of Roswell; have a current Occupation Tax Certificate; paid in full all real and personal taxes owed the City; and which upon application has been certified as a "Local Vendor" (has submitted a vendor application and indicated in the bid documents vendor is participating as a local vendor) prior to bid due date and time.

City Procurement Opportunities

Bidder registration is for anyone that wishes to be notified of the City's Formal Procurement that publicly posted. Registration is also required to review Formal Procurement documents and details. Registration is also required to submit a bid or proposal in response to a Formal Procurement. Bidder registration is accomplished through our Bonfire site at www.roswellgov.com/bids/bonfire.

Register to Receive Payment from the City

Vendor registration is necessary for anyone doing business with the City. A vendor is a supplier or seller of goods and/or services. In order for the City to process a purchase order to a vendor or to process a vendor's invoice for payment, the vendor must first register using the City's Vendor Self Service site at www.roswellgov.com/bids/vendors.

In March of 2004, the City of Roswell completed a revision to its Purchasing Manual to include a policy to solicit increased participation in City contracts using Minority/Women-Owned/Small Business Enterprises (M/W/SBEs). The policy revision was adopted by the Mayor and City Council on March 15, 2004.

In August of 2021, the policy was subsequently updated and amended with regard to its certification process.

The City of Roswell participates in State and Federal programs that make funds for projects and services available to the City. These programs require that the City solicit from M/W/SBEs when executing contracts that will use these State and Federal funds. The primary Federal program to which this applies is the City's Community Development Block Grant Program (CDBG). The U.S. Department of Housing and Urban Development (HUD) regulations published in the Code of Federal regulations at 24 CFR Part 85.36(e) served as a guide for the development of the City's M/W/SBE policy.

It is expected that by assisting prospective bidders to meet these requirements, the City will increase the contracting opportunities available to M/W/SBEs through the City bid solicitations. This, in turn, will benefit the individual M/W/SBEs and the local/regional economy.

M/W/SBE Policy & Procedures

The intent of the policy is to:

• Create a certified list of M/W/SBEs qualified to participate in City of Roswell contracting opportunities.
• Ensure that prospective bidders on City contracts understand their requirements under the policy.
  
  

Minority Owned Small Business Policy Implementation

The City of Roswell's M/W/SBE policy is available as a download from this site additional instructions and forms for potential bidders to assist in their compliance with the City's policy will be provided with solicitations to which the policy applies.

Prospective bidders who are successful in their bids must meet the following requirements in order to comply with the City’s policy:

• A list must be maintained of M/W/SBEs that will be contacted by successful bidders whenever they may be potential sources. The City of Roswell will also provide a list of City-certified M/W/SBEs to assist successful bidders in their solicitation of M/W/SBEs.
• Successful bidders must solicit goods and services from these M/W/SBEs whenever they are potential sources.
• Bid requirements to be met by the successful bidder must be segmented into smaller tasks or quantities to permit M/W/SBEs to participate in bidding whenever feasible.
• Delivery schedules must be created by the successful bidder to encourage M/W/SBEs to participate in bidding whenever feasible.
• For additional assistance with locating certified M/W/SBEs, successful bidders may also contact the U.S. Department of Commerce's Small Business Administration and Minority Business Development Agency. The City of Roswell is also available to assist successful bidders in securing this information.

Additional information on how to comply with the City's M/W/SBE requirements can be found in the M/W/SBE policy. Prospective bidders may contact the City of Roswell's Purchasing Division if they have other questions at 770-641-3718.

Notice to Public

The City of Roswell hereby gives public notice of its policy to uphold and assure full compliance with Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, and all related statutes. Title VI and related statutes prohibiting discrimination in federally-assisted programs require that no person in the United States of America shall, on the grounds of race, color, national origin, sex, age, or disability be excluded from the participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving Federal assistance.

Any person who believes they have been aggrieved by an unlawful discriminatory practice regarding the City of Roswell's programs has a right to file a formal complaint with the City. Any such complaint must be in writing and submitted to the City's Title VI Coordinator within 180 days following the date of the alleged occurrence.

For more information regarding civil rights complaints, please contact:

City of Roswell Title VI Coordinator
Purchasing Division
38 Hill St, Ste 130, Roswell, GA 30075
770-594-6197

Roswell Title VI Compliance and Complaint Procedures

GDOT: Title VI Complaint Form (Form 2842-1a)