master revised vendor guide to doing business mast word
TRANSCRIPT
Vendor Guide to Doing Business
with
Miami Dade County
Prepared By
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Table of Contents
1. Introduction………………………………………. Page 3
2. Getting Started……………………………………. Page 4
3. Vendor Enrollment……………………………….. Page 5
4. Vendor Registration………………………………. Page 9
5. BidSync…………………………………………… Page 12
6. Procurement Processes……………………………. Page14
7. Getting Paid……………………………………….. Page 17
8. Marketing Your Contract…………………………. Page 18
9. Frequently Asked Questions and Myths………….. Page 20
10. Getting More Help………………………………. Page 26
11. Appendix………………………………………… Page 27
User Access Members
Vendor Application Package
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1. Introduction
State and local governments in the United States spent close to $3 trillion on goods and
services last year, the U.S. Federal government spent about $250 billion. Miami Dade
County manages in excess of 1,300 active contracts valued at approximately $4.9 billion.
Each year they negotiate and award new contracts that exceed $900 million.
Miami Dade County currently has approximately 70 annual contracts in place for
uniforms, apparel and textiles, such as sheets, blankets, towels and other related items.
These have an estimated value of $45,000,000. The largest contract value is $12,900,000
and the smallest is valued at $7,600.
With such wide ranges in mind, there is a large opportunity for bidders of all sizes to
meet the financial, technical, and production capabilities necessary to perform these
contracts, on a case by case basis.
Miami Dade County is always looking for qualified new vendors to compete for County
business This guide will take you through the steps of how to do business, assist you with
finding bid opportunities and get you on the way to becoming a successful vendor with
Miami Dade County.
The Procurement Management Services Division is a Division of the Internal Services
Department of Miami Dade County. They are located at 111 NW 1st Street, 13
th Floor,
Miami, Florida, 33128. Their main phone number is # 305-375-5289.
[email protected]. Miriam Singer, Director.
The information contained in this manual is provided for general informational purposes only. Nothing
contained herein shall be construed to modify, amend, override, or nullify any statute, policy, or procedure
of Miami Dade County or the State of Florida, or any specific provision of any given solicitation used in
any competitive procurement.
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2. Getting Started
Understanding how to successfully become a supplier/vendor for local governments in
the United States can be quite confusing. There are a lot of rules and regulations, and
understanding why and how decisions are made is important to your success.
This guide is designed to encourage potential supplier/vendors to form profitable
partnerships with Miami Dade County.
What is Procurement? Procurement is simply government’s word for purchasing or
buying goods and services. While textbooks have been written on the subject, the bottom
line is, governments have been charged with the responsibility to get the best value, when
spending public money, in a way that is fair and transparent for everybody. There are
state, federal and local rules, laws and standards of practice that all need to apply to each
purchase. Higher dollar values create more complex processes in order to purchase.
Lower dollar values can sometimes be purchased by getting three quotes from vendors.
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3. Vendor Enrollment www.miamidade.gov/dpmww/enroll.aspx
In order for Miami Dade County to know that your company is interested in doing
business with them, you need to enroll first.
Enroll online as a County vendor today for immediate notification of business
opportunities in the area(s) that you have identified in your enrollment application. Go to
the website above and the following form will appear.
Note: *Fields marked with an asterisk are required. There is a slight problem with this
requirement on the application that Miami Dade is aware of…if you are selecting a
Country from the drop down menu, you will still only be able to select states in the
United States. While they are working on correcting that, you should select Florida from
the States and enter 12345 as the zip code.
Vendor Enrollment Form
*Email:
*Confirm Email:
*Business Name/Person:
Doing Business As:
*Street :
*City : *State :
*Zip Code : *Country :
Please check the box if the mailing address is the same as above
Mailing Street :
Mailing City : Mailing State :
Mailing Zip : Mailing Country :
*Contact Person : I
Phone: ( ) ext.
Toll: 1 - ( ) ext.
Fax: ( )
Gender:
Ethnicity:
Nationality:
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Are any of the owners or principals in the firm, or their immediate family members, a Miami-Dade County Employee?**
Click on the Commodity button below to add your commodities/services.
At least one commodity is required on this form.
Commodity
Selected commodities list
You must select at least one (1) commodity code, but you can select as many as you
want. Remember that for everyone that you select, Miami Dade County will notify you
about bidding opportunities, so while it seems like a good idea to select all possible
commodities, remember that you will get many more emails than you may want.
To Add a New Commodity Enter your search criteria which will best describe the products and/or services you
provide. You can enter more than one word and even the Commodity Codes, if you are
familiar with them. By selecting "Matches on any word", those commodities that have at
least one of your words/codes in their description will be displayed for you in a selection
box. If you select "Matches on all words", those commodities which contain all the
words/codes you provide will be displayed for you.
Search: Apparrel
Select a search method:
Matches on any word (OR)
Matches on all words (AND)
By clicking on the "Find Commodities" button, you will be provided with a list of commodities which match your request. When you see a commodity that you want to select, double click on it and it will be added to your commodity code list. If you click on the "Display All Commodities" button, you will be provided with the entire list of commodities, regardless of your request. By clicking the "Return/Done" button, you will exit this page and return to your form.
If your business is in the apparel and or textile industry, some of the commodity codes
you should select are:
Commodity Code # Description
20004 Apparel for Cold Weather, hoods, mittens
20007 Bags, Clothing
20015 Clothing, Disposable: Aprons, Capes, Caps
20018 Career Apparel
20019 Children’s Clothing, All Types
20021 Embroidered Patches and Accessories
20027 Work Gloves
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20037 Protective Clothing for Firefighters
20037 Hazardous Environment Clothing
20043 Inmate/Prisoner Uniforms/Clothing
20055 Employee Shirts for Aviation Department
20056 T-Shirts
20056 Shirts, Tee (T) Not Athletic
20058 Flight Apparel
20072 Uniform for Various County Departments
20081 Wearing Apparel, Women’s: Blouses, Dresses
20082 Wearing Apparel, Insulated: Cold Proof Clothing
20084 Wearing Apparel, Work, Men’s, Women’s
32508 Bedding, Animal(All Types)
34018 Fire Blankets
34508 Clothing and Belts, not Automotive
34530 First Aid Blankets, Stretchers, Etc.
34548 Gloves, Safety: Electrician’s, Lineman
34579 Reflective Safety Apparel and Accessories
47562 Operating and Examining Apparel, Disposable
59004 Buckles, Belts, and Clothing
73510 Towels, Shop Type
73520 Wiping cloths/Rags
73560 Wiping Rags, All Types: Cotton Towels, Lightweight
80512 Athletic Apparel, Award Jackets and Jerseys
80544 Equestrian Clothing and Supplies
80589 Umpire, Referee, Coach Clothing
82508 Blankets, Livestock
85003 Bags, Bedding
85012 Blankets, Bedding, All Types
85064 Sheets And Pillowcases
85076 Table Linens
85092 Towels, Washcloths, and Bathmats
If you have already added a specific commodity to your list and you select it again, a note
will pop up to say, “this commodity is already selected.” Remember, you can always add
or delete commodities at any time.
It’s time to click “submit” at the bottom of the page. It will ask you to verify your
information. If the information is correct, click “Submit” at the bottom, if you still want
to make changes, click “return.”
After you click the “submit” button, you will get the following message:
You will be receiving an email with your system generated Enrollment Number and Password. This will confirm your enrollment, so please keep this information in a safe place.
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If you do not receive an email with your system generated Enrollment Number and Password please contact the Vendor Information Center (VIC) at 305-375-5773.
Once you have officially enrolled, within a very short time you will receive the following
email:
Thank you for enrolling with Miami-Dade County! Enrollment functions as a "mailing
list" that allows us to send you announcements via e-mail for possible business that
coincide with the products and services your company provides. Please see note below
regarding registration.
If you would like to change any of your Enrollment information, you must use the
enrollment number and password below and log onto:
https://www.miamidade.gov/DPMww/Inter_Logon.aspx
Your enrollment number is: XXXXX
Your password is: XXXXXXX
NOTE: Registration is a separate process that must be completed prior to a contract being
awarded to you. Registration requires the submittal of several documents, including
notarized affidavits.
While Enrollment only allows you to be notified of bid opportunities, Registration is
required prior to a contract being awarded, so that Miami Dade County has the
ability to pay you for the goods or services you provide. So, that’s a good thing!
We’ll talk about Registration in the following section.
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4. Vendor Registration http://www.miamidade.gov/procurement/vendor-
registration.asp
What is Vendor Registration?
Vendor Registration is the next step in doing business with Miami Dade County and the
most important step if you want to be awarded a contract and get paid after winning a
contract with the County. It also adds your company name to computerized listings of
vendors available to the Procurement Management staff and other County departments
when they are looking to acquire quotes under $10,000.
The Vendor Registration package consists 26 pages in the following four sections:
Section 1. General Business Information (Page 1-4)
Section 2. Vendor Affidavits Form (Requires Notarized Signatures) (Page 5-8)
Section 3. Vendor Commodity Code Checklist (Page 9-23)
Section 4. Vendor Documents and Additional Forms (Pages 24-25)
Completed Vendor Registration Packages can be mailed or hand delivered to:
MIAMI-DADE COUNTY
VENDOR SERVICES SECTION
111 NW 1st Street
Suite 1300
Miami, FL 33128
(305) 375-5773
Let’s take a look at the application by Section and page.
Page 1.
At the top right of page one you are asked for your Federal Employer Identification
Number (FEIN) Chances are you will not have a U.S. FEIN Number. In that case, you
should submit the appropriate W-8 form and the County Finance Department will provide
you with a number (created by Finance) that identifies you as a foreign firm.
There are several W-8 forms to choose from and each one is a Certificate of Foreign
Status of for United States Tax Withholding and is used by foreign persons (including
corporations) to certify their non-U.S. status. The forms establish that one is a non-
resident or a foreign Corporation to avoid or reduce tax withholding from a U.S. source
of income, such as sale of products to the U.S. These forms and the instructions for
completing them are found online or can be obtained by calling the County Finance
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Department for help in determining, obtaining and completing the appropriate form for
your company. Call the Finance office at 305-375-5111
The selection of the correct form will depend on the type of business/relationship your
company will have with the US.
Below are the links to the IRS site with the W-8 instructions for each form.
http://www.irs.gov/pub/irs-pdf/iw8.pdf - W-8
http://www.irs.gov/pub/irs-pdf/fw8ben.pdf - W-8BEN
http://www.irs.gov/pub/irs-pdf/fw8ce.pdf - W-8CE
http://www.irs.gov/pub/irs-pdf/fw8exp.pdf - W-8EXP
http://www.irs.gov/pub/irs-pdf/fw8eci.pdf - W-8ECI
http://www.irs.gov/pub/irs-pdf/fw8imy.pdf - W-8IMY
Directly under the FEIN Number they ask for your NAICS Code. NAICS stands for
North American Industry Classification System (NAICS). There are hundreds of codes
for every industry and for every facet of an industry. You can search key words for a
specific code at www.census.gov/cgi-bin/sssd/naicsrch or you can enter the following
high level codes:
313210 - Textiles (Except Apparel)
315210 - Uniforms and Apparel
The balance of page 1 is general information regarding your address.
Page 2.
This page asks about your contact information, type of business organization and years in
business. When entering the firm’s telephone and email address, do not put a general
phone number and/or email address. Make sure it goes to a key person in the firm and
that it will be accessible if that key person is no longer at the company. Many times
companies put a general phone number and email address on a form, if that person
changes jobs the company never receives another call or email from the County.
Page 3.
This page asks for the type of business, specifically what commodity or service you can
provide. It also explains the County conflict of interest ordinance and asks if any owner,
principle or family members are County employees. To the right of 9a and 9b, select no
and go to the next page. If you need to answer yes, you will need to follow the
instructions in 9.
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Page 4.
This page asks you to affirm that the information in pages 1-3 are true and correct. Make
sure that someone who is authorized to sign contracts for the company is the one who
signs this page.
Page 5.
Again, as on page 1 at the top right it asks for your Federal Employer Identification
Number (FEIN). Directly under the FEIN Number they ask for your NAICS Code.
This page has to do with the ownership of the business, the legal names, titles and % of
ownership.
Page 6. and Page 7.
The top section of this page is interested in the employees of the company, their race,
national origin, gender and their employee benefits. Section 3. through Section 10
explains several County Ordinances that all vendors must comply with, even if they are a
foreign company. While this seems odd, the County Attorney’s Office has ruled that
when these affidavits were established, the County did not differentiate between
companies that were in the United States or located somewhere else.
Page 8.
This page requires you to affirm that the information in pages 6 and 7 are true and
correct. Again, make sure that someone who is authorized to sign contracts for the
company is the one who signs this page.
Page 9-15.
These pages ask you to select the commodities and services that your firm is interested in
providing to the County. Pay particular attention to page 11, section 5 entitled, Apparel,
Uniforms, Gloves, Shoes, Etc. and page 16, section 34, entitled, Leather Goods, Luggage,
Purses, Fabric, Notions and Accessories.
Page 17.
This is a checklist of documents that need to be submitted as part of the Vendor
registration package.
Again, as on page 1 and 5 at the top right you are asked for your Federal Employer
Identification Number (FEIN). Directly under the FEIN Number you are asked for your
NAICS Code. Except for the W-8, these documents will probably not apply to your
company.
Page 18 thru 25.
This is a notice concerning the use of Social Security numbers and/or FEIN numbers in
order to have a “County Vendor Number.” Remember, in the case of a non-US company
case, after you submit the W-8 form, the County Finance Department will provide you
with a number (created by Finance) that identifies you as a foreign firm and that will
serve as your County Vendor Number.
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5. BidSync www.miamidade.gov/procurement/electronic-bidding-solution.asp (Select “Please register with BidSync”) Now that you have enrolled as a vendor and you’ve completed the Vendor Registration
Application, it’s time to register with BidSync. Note: You can actually register with
BidSync before you complete the Vendor Registration Application, whichever you want
to do first.
Miami-Dade County is now issuing all competitive solicitations for goods and services
issued by the Procurement Management Division of the Internal Services Department,
through the BidSync Electronic Bidding System. You will be able to view and submit
your bid/proposal responses electronically through the BidSync system. Paper proposals
will not be accepted for solicitations issued/advertised after January 21, 2014.
If you have not already done so, register with BidSync by choosing the “Please Register
with BidSync” option from Miami-Dade County website
http://www.miamidade.gov/procurement/. If you prefer, you can also register directly
through www.BidSync.com by choosing the “Free Registration” option on their website.
The use of the BidSync System for Miami-Dade-County solicitations does not require
your firm to participate in any of the BidSync subscription services or options. Miami-
Dade County does not endorse BidSync subscription services besides the FREE service
provided by BidSync for Miami-Dade County business.
When you click on the link to register with BidSync you will get this message…
You are now leaving the official website of Miami-Dade County government. Please be
aware that when you exit this site, you are no longer protected by our privacy or security
policies. Miami-Dade County is not responsible for the content provided on linked sites.
The provision of links to these external sites does not constitute an endorsement.
Please click 'OK' to be sent to the new site, or Click 'Cancel' to go back. Once you are on BidSync’s webpage a form will appear asking for your contact
information. It will also ask you to create a user name and a password. The password
needs to be at least 8 characters long and have at least one letter and one number in it.
This user name and password is very important for future use of this website…write it
down and keep it in a safe place. Complete step #2 and then click “next step.”
The next page will ask what your primary industry is from a drop down list. Select
“Clothing, Textiles.” It will also ask for keywords that describe what you can provide.
Enter words such as; apparel, uniforms, fabric, etc. and click the tab button. When you do
that it will automatically suggest additional keywords that you may or may not want to
use. It will then ask where you do business. Feel free to select any of the choices. You
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can then click “next step” to move on or “previous step” if you want to go back and make
any changes.
The next page will give you a selection of commodity codes based on the keywords you
selected on the previous page. It will also give you the option to look at other codes that
companies like yours have selected. Select as many as you want. You can then click
“next step” to move on or “previous step” if you want to go back and make any changes.
You will then get the following message on the screen:
Thank you for registering with BidSync! You can now log in and view bid information. Please allow one
business day for us to review and confirm your registration. You will have “read only” access and will not be able to place offer, ask
questions, etc., until we have confirmed your account. If you need immediate assistance and would like to have your account confirmed
immediately, please contact BidSync Support at 800-990-9339. Thank you for joining and we hope you enjoy your experience with BidSync!
Within a very short time you will get the following email message: Welcome to BidSync Your FREE account is now active. Please go to www.bidsync.com and login using the username and password you created. You will need to accept the terms and conditions and review your "Account Profile Setup". This should only take a few minutes. IMPORTANT: Please review the following sections of the Account Profile Setup. Pay extra attention to the Classification section to ensure that you receive all relevant bid notifications: • Regions (areas in which you do business) • Classifications (codes that describe your products and/or services) • Notification Types (how you would like to be notified of bid opportunities, fax/email) • Agency Types (the type of agencies you are most interested in doing business with) Your username is: _____________ If you cannot remember your password, please click on the following link: http://www.bidsync.com/DPX?ac=loginexception&src=dpx&pwdhint=y All of the information that you submitted during registration including your username and password can be edited under the "Tools" tab in your account. You must be logged in to view this tab. If you need assistance with your account or have questions about the functionality of our system, please contact Vendor Support at 800-990-9339 toll free, or 801-765-9245 locally, Monday through Friday during normal business hours. Cordially, Vendor Support 800-990-9339 [email protected] BIDSYNC
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6. Procurement Processes
The Procurement Management Services Division uses a variety of competitive methods
to acquire goods and services for the County. They work closely with user departments to
get what they need at the best value. Here are some of the key methods they use to
acquire goods and services for the County.
Small Purchase Orders
Purchases of less than $25,000.00 are considered small purchase orders and these
purchases may be made without a formal bidding process by the user department directly
with the vendor. This is another excellent reason to complete the Vendor Registration
package. When a department has a need for goods and/or services in an amount less than
$25,000 they will go to the registered vendors list and select a minimum of three vendors
who can supply them with the item(s) and only contact them for quotes. The department
will then issue a purchase order directly without the need to contact the Procurement
Management Division staff.
Invitation to Bid (ITB)
The standard method Miami-Dade County uses to acquire goods or services is the
Invitation to Bid (ITB) process. Here, they look for the lowest price on specified goods
and services. Price is the primary basis for award.
Below is a brief description of a typical Invitation to Bid process:
1. The user department has a need for goods and/or services and notifies the
Procurement Division.
2. The Procurement Division drafts the bid for publication and sets a bid opening
date
3. A “cone of silence” goes into effect when the bid is advertised and all
communication regarding the bid solicitation must now be in writing only until an
award recommendation is made.
4. Bids are reviewed and evaluated and an award recommendation is made
5. Award notifications of $250,000 or more are sent in the mail. Award notifications
of less than $250,000 are posted on the County website.
Important: General Terms and Conditions are a part of each bid document and you should
familiarize yourself with these. To review the standard terms and conditions, click on the
following link:
http://www.miamidade.gov/procurement/library/general-terms-and-conditions.pdf
NOTE: Alternate or Equivalent Bids
Whenever the specifications of an article or material are defined by trade name, brand
name, or model and catalog number, the term “or equal,” if not written, is implied. Any
such reference to a particular manufacturer’s product is for the purpose of item
identification and to establish standards of performance, quality and features. Bids on
equivalent items are invited. Alternate bids may be submitted and, if they meet and/or
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exceed the specifications or scope of work in the bid document, shall be given equal
consideration during the evaluation process.
Request for Proposals (RFP)
The RFP process may be used when the scope of work cannot be completely defined by
the County. Contract award for Request for Proposals and Request for Qualifications is
not based solely upon price.
Other factors, such as:
1. Qualifications and experience of principals and staff;
2. Methodology and management approach;
3. Understanding of the project and the County's objective;
4. Technical superiority;
5. Financial stability;
6. Experience and history of the firm, among others, are taken into consideration.
Request for Qualifications (RFQ) A Request for Qualifications (RFQ) process may be used to determine the qualifications
from proposers when the County cannot or has not completely established the scope of
services. An RFQ may be used, for example, when creating a pool of qualified vendors to
be used on a rotational basis, or in a two-step competitive basis where the scope of
services is incomplete and only those firms selected in the qualification phase compete
when a particular work order is established.
Here is a brief description of the Request for Proposals/Qualifications (RFP/RFQ)
process.
1. The User Department Requests RFP/RFQ.
2. Procurement Management prepares solicitations in conjunction with the user.
3. RFP/RFQ is advertised.
4. Procurement Management holds pre-proposal conference.
5. Proposals are received and evaluated
6. Negotiations take place.
7. Award Recommendation Issued
Prepare your solicitations with great care. Solicitation requirements vary from contract to contract. Make sure all required
information is included in your submittal. A contract awarded on erroneous information
may result in financial loss or other difficulties for your business, so it’s important you
pay attention to every detail and make sure you can meet all of the deliverables listed in
the solicitation document. Thoroughly understand the stipulations regarding purchase,
delivery of goods and payments. Your submittal should clearly define the items and
services you can provide, your delivery schedule, and your best price.
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It’s also very important to keep track of your proposal after you submit it. Once all
submittals have been received the process of evaluation will begin and you may be
contacted for a pre-award questionnaire and a chance for you to demonstrate that you can
deliver the items in your proposal.
Once the contract has been awarded the awarded vendor and contract price become
public information. Whether or not you win, keeping a record of this information is vital
as you move forward and submit future bids and RFP’s.
The biggest lesson is to stay proactive: Research the needs and show that you can provide
the best solution. Making sure you bid wisely will increase your chances of winning
contracts.
Below is a checklist of things to be aware of before you submit your ITB/RFP/RFQ to the
County. Print out the list and make sure every item is reviewed.
Checklist for Submitting a Successful Bid
_____ Did you type all entries or make them in ink only?
_____ Did you read the bid thoroughly before you started to complete it?
_____ Did you include transportation costs in you bid price?
_____ Did you bid on all items if required?
_____ Did you bid an alternate item that is not equal or better
_____ Did you double check all mathematical calculations?
_____ Did you attend any mandatory pre-bid or walk-thru?
_____ Did you provide all necessary contact information?
_____ Did you attach all required forms?
_____ Did you submit the requested number of copies?
_____ Did you provide references if requested?
_____ Did you include a signed addendum(s) if addenda was issued
_____ Will your bid arrive before the time and date set.
_____ Did a person who is authorized to enter into a contact sign the bid?
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7. Getting Paid www.miamidade.gov/finance/vendor-payment.asp
Vendor Payments
Miami-Dade County now offers a payment option that will expedite County payments to
your organization via Automated Clearing House transfers directly to your bank account,
instead of the issuance and mailing of a County check.
The new Vendor Payment Inquiry application provides vendors and County departments
alike access to invoice check and payment information literally at your fingertips. This
reduces the need for time consuming phone calls, and expediting invoice follow-ups.
You can sign up for this payment option by filling out an Automated Clearing House
(ACH) Authorization Agreement by following the link to the website above and clicking
on “Direct Deposit.”
Vendor Inquiry Regarding Payment Status
The Vendor Payment Inquiry page is designed to present invoice and payment
information to Miami-Dade County vendors to assist in expediting payment inquiry
resolution.
Invoice and check payment information is available on this page; the day payment is due,
the amount paid, any deductions taken, date check was processed or cleared by the bank,
and whether payment was made by check or direct deposit are some of the fields
of information that are presented.
The Vendor Payment Inquiry pages are provided and maintained by the County Finance
Department. Any questions or concerns about the application should be addressed by
calling the Finance Department at 305-375-5080.
After you have registered as a vendor and the Finance Department has assigned a FEIN
number to your company, follow the link above and select “Vendor Payment Inquiry.”
You will receive the following message:
Welcome to the Vendor Payment Inquiry Website
To start - In the Login box on your left, please enter your Federal Employer
Identification Number (FEIN) assigned by the Federal Government or Social Security
Number (SSN) if you do not have an FEIN remember Finance will assign you a number.
Press enter or click login. For your protection, this number will not show up again once
you have typed it in and it is validated by the system.
Of course the County still can issue paper checks if you prefer, however this is a much
faster method of getting paid promptly…it’s your choice.
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8. Marketing Your Contract
Marketing any product or service requires an understanding of who the buyers are; why
they need the item(s), what they want to buy, where and how they want it shipped and
when they need to receive it. Marketing to a government is the same.
Miami Dade County, like all governmental purchasing is reactive rather than proactive.
Everything they buy is in response to a need which is determined by the user
departments, not the Procurement Department.
WHO There are usually several players involved in the buying process. This will usually
include several individuals in addition to the Contracting Officer. There are Procurement
Liaisons in every user department.
Additionally if you are lucky enough to win a Miami Dade County contract the County
has a User Access Program (UAP) that allows 110 other governmental entities, quasi-
governmental and not-for profits to purchase from their vendors at the County awarded
price, terms and conditions. Check to see if the solicitation you are bidding on has a UAP
clause in it.
The User Access Program (UAP) allows for a two percent (2%) discount on prices,
collected through a deduction on your vendor invoices. The UAP discount, on these
contracts, applies to purchases by County departments; other governmental, quasi-
governmental and not-for-profit entities accessing County-issued contracts. While giving
an additional 2% discount may seem a hardship, keep in mind the potential of providing
goods and/or services to 110 additional governmental entities without the need to bid on
each of their contracts can mean a huge profit for your business. (See member list at the
back of this guide)
WHAT They buy anything from fire trucks to underwear. In addition to products, they also buy
services. The key component in your offering is to ensure you have a solution that fits the
needs and budget.
WHERE Although the Procurement office is the hub of the centralized purchasing function, much
of what happens is at the user department level. Major and minor purchases take place at
various locations around the county. Goods and/or services are never delivered to the
Procurement Department and according to your purchase order may have several delivery
locations. Make sure you know where to deliver your items.
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WHEN When goods and/or services need to be delivered can be the most important factor in
deciding which vendor is awarded to contract. Be realistic in your delivery dates. Failure
to deliver when promised will reflect on every decision to award to your company in the
future and will penalize you in your late delivery of a current award.
HOW If you don’t have a website, get one. If you do have a website, keep it current. Post your
award sheet prices on your website and consider sending email blasts to the 110
governmental entities that are able to access your contract through the UAP. Each entity
will issue its own purchase order when they want to access the prices, terms and
conditions of your County contract.
If you can attend the FREE classes that are offered by Miami Dade County, you should
take advantage of them. Occasionally Miami Dade County sponsors trade shows that you
can take part in if you are in the area.
20
9. Frequently Asked Questions
Q - Who can sell goods or services to Miami Dade County?
A - Any vendor who sells goods and/or services can sell to Miami Dade
County. The County purchases a wide variety of goods and/or services in
nearly every category specified in the commodity code listing.
Q - Does my company need to register as a vendor?
A – Vendors must register in order to receive payment from Miami Dade
County. In addition, you will be placed in additional areas that allow using
departments to call upon you for small purchase orders. Registering does
NOT create a contract or guarantee that the County will buy from you.
Q - After I have registered my company, how long does it take before
my company will be in the County system?
A – It usually takes one business day.
Q - How can I correct or update my company information once I have
registered?
A – It is your responsibility to keep your vendor information current. Once
you are registered, you may correct/update company information by
contacting the Vendor Assistance Unit of the Procurement Management
Division at (305) 375-5773.
Q - How can I market my business to the County?
A - Procurement specialists are constantly seeking new reliable sources for
products and services. Determine the needs of the County based on
previous purchases and communicate how you could meet those needs or
solve their problems in advance for the next bidding cycle. This
information is public record and can be requested in writing to the
Specialist in charge of your specific contract or commodity interest.
Additionally, the County has a User Access Program (UAP) that allows all
other governmental entities to access awarded contracts and pricing. Make
sure you obtain a list of key contacts in these other entities and let them
know you were awarded a Miami Dade contract and your company is
available to provide the same goods and/or services to their government as
well.
Q - When is an Invitation to Bid (ITB) most likely to be used?
A – An ITB is used to select a supplier when the price will be the basis of
the award. The County will award the contract(s) to the lowest
responsible, responsive bidder. Generally speaking, this means a bidder
who:
• Meets all the specifications
21
• Has the capacity and is qualified to perform the contract
• Agrees to comply with the terms and conditions of the ITB
• Completes and provides all applicable pricing information requested in
the ITB
• Provides an authorized signature on the Proposal Form
• Submits the bid as instructed, by the due date and time specified
• Submits any and all information or documents required in the ITB
• Offers the lowest price
Q - Who evaluates an Invitation to Bid (ITB)?
A – Bids are evaluated by the user department(s), who submits a
recommendation to the Purchasing Division. The bid recommendation is
reviewed thoroughly by the Purchasing Division. The recommendation is
made to the lowest responsive and responsible bidder. “Responsive”
means the supplier conforms in all material respects to the requirements
set forth in the bid document. “Responsible” refers to the ability to
perform as specified.
Q - What are some of the reasons a vendor may be deemed non-
responsive or non-responsible
A – The reasons may include:
a. Previous vendor performance problems as documented in a vendor
performance file
b. Failure to meet contractual obligations after an award has been made
c. Failure to conform to required delivery, specifications, or detailed
requirements
d. Submission of a bid or offer in such a manner that would prevent the
establishment or determination of a firm bid price. Such as, refusing to
hold firm prices or submitting bid prices subject to change due to
manufacturer increases/decreases, market conditions, or minimum
quantity requirements
e. Submission of a bid that is contingent upon receiving the award of
another bid
f. Failure to provide a bid surety or meet insurance requirements when
specifically required in the bid
g. Submission of solicitation exceptions when not acceptable to the
County based on its own best interest.
h. A record of financial difficulty and/or business instability
i. Criminal sanctions, civil sanctions
Q - When is a Request For Proposal (RFP) or Request For Quotation
(RFQ) most likely to be used?
A – An RFP or RFQ is used when the County intends to award a contract
to a responsible supplier whose proposal is determined to be the most
advantageous to the County. When using the RFP/RFQ process, the
22
County may conduct negotiations or allow proposal modifications to
obtain the best value. Generally speaking, this means:
• When qualifications, performance levels, expertise, quality of
service or product performance is more important than the cost.
Q - Who evaluates a Request For Proposal (RFP) and/or Request For
Qualification (RFQ)?
A – Proposals are evaluated by an evaluation team. The proposals are
scored based on the criteria set forth in the proposal. The committee may
create a short list from proposals received, based on the criteria. The top
firms may be interviewed and the price, terms, or the scope of work may
be negotiated with the highest scoring firm. Once the firm has been
selected, the user department submits a recommendation to the Purchasing
Division, who in turn presents it to the Board of County Commissioners
for its approval or rejection
Q - Can I review previous contracts or bids/proposals that have been
submitted to the County?
A - This information is public record and can be requested in writing from
the Specialist in charge of your specific contract or commodity interest.
Q - What if I discover a mistake in my bid or a problem with my
County contract?
A - Call and discuss the mistake or problem with the procurement
specialist assigned to the purchase or contract. Often, the procurement
specialist can find a solution if the mistake or problem is discovered in
time.
Q - Can I charge separately for delivery costs?
A – It is highly unusual for the County to pay freight charges separately.
Shipping charges, if applicable, must be included (built into) in the unit
price of the item(s) bid. All purchases are made F.O.B. destination, unless
otherwise specified. The County’s title to goods occurs upon satisfactory
delivery and acceptance at the delivery point shown on the purchase order.
All shipments to the County must be made to the locations designated on
the purchase order. Deliveries may be required to be made to different
departments in various parts of the County. Make sure to check the
purchase order for that information and put the purchase order number on
each shipping ticket.
Q - What if I can’t meet the delivery dates I stated in the bid
proposal?
A - Vendors should always state, on the bid form, the number of calendar
days required before delivery of a product can be made, or they should
indicate the specific date upon which delivery will be made. The time
23
required for delivery may be one of the most important considerations in
determining who shall be awarded the bid.
Successful bidders will be expected to deliver the materials and/or services
they are providing within the specified time. If delivery dates cannot be
met, the Department of Procurement must be notified immediately. The
Department of Procurement will decide, after notification of late delivery,
what action should be taken.
Q – Do I have to stick to the terms and conditions in the bid?
A –The bid documents contain the specifications for the commodity or service being
purchased and the terms and conditions governing the bid. The bid form will become the
actual contract, if it is awarded to you. That is why an authorized representative from
your company must be the one signing the bid, as it is a legally binding contract.
Submitting a bid in response to a solicitation obligates you to honor your bid price and to
meet County terms and conditions for the full term of the contract.
Q - How soon will I be paid for products and services I sell to the
County? A – If the invoice you submit is complete and provides all of the
information needed you should be paid in within 30 days after the using
department has received and accepted your goods and/or services. In order
to receive prompt payment:
• Send your invoice to the using department’s “bill to” address as stated in
your purchase order
• Always put the purchase order (PO) number on your invoice.
• Check your invoice for accuracy and conformance with the price and
other terms of your contract
• Ask about partial deliveries prior to making one. Some departments do
not accept partial deliveries.
• Offer prompt payment discounts.
• Accept the County’s Automated Clearing House (ACH) program to
expedite payments directly to your bank.
Q - What should I do if I do not receive payment on my invoice?
A – On the County Finance Department website, click on The Vendor
Payment Inquiry page which should tell you the status of your invoice and
payment. If you still have questions or concerns about the payment call the
County Finance Department at 305-375-5080.
Q - Are pre-bid/proposal conferences mandatory?
A – Occasionally they are mandatory. Please read the specific solicitation
for that information. The nature of some bids and proposals require a pre-
bid or pre-proposal conference to be held. Pre-bid and pre-proposal
conferences are held in order to clarify specifications, answer vendor
questions regarding the specific bid or proposal, or to allow the vendor to
24
perform an on-site review and inspection. Most pre-bids and pre-proposals
are voluntary.
Any changes to the original bid or proposal will be made in writing in the
form of an addendum and will be mailed, e-mailed, and/ or faxed to all
vendors who originally received or have requested the solicitation. All
questions and information requests must be directed to the appropriate
Purchasing Specialist listed in the bid document to insure that all vendors
have the same information. Addenda will also be posted on the County’s
website. It is the vendor’s responsibility to obtain any and all addenda
prior to submitting a bid or proposal.
If the pre-bid is mandatory, your company must send a representative to
the meeting in order to qualify to participate in the bidding process of that
specific solicitation.
Q - Can County staff accept gratuities?
A – Unlike the private sector, the public sector has a much stricter code of
conduct and ethical behavior rules and regulations. It is the policy of the
Purchasing Division to refuse any gift from vendors, regardless of the
monetary value of the item. Any gift received by mail will be returned to
the sender. If returning the item will result in a significant charge, the item
will be donated to a charitable organization.
25
Myths
Myth - that the company has to be located in the U.S
Miami Dade County is always looking for qualified new vendors to
compete for County business. There is no “Buy America” requirement and
companies all over the world are encouraged to offer their services to the
County. Best value to the County is what they are looking for, first and
foremost.
Myth - that the company must be a big company
Miami Dade County currently has approximately 70 annual contracts in
place for uniforms, apparel and textiles, such as sheets, blankets, towels
and other related items. These have an estimated value of $45,000,000.
The largest contract value is $12,900,000 and the smallest is valued at
$7,600.
With such wide ranges in mind, there is a huge opportunity for bidders of
all sizes to meet the financial, technical and production capabilities
necessary to perform these contracts, on a case by case basis.
Myth -that all orders are huge Purchases of less than $25,000.00 may be made without a formal bidding
process by the user department, directly with the vendor. These purchases
are called “Small Purchases Orders” and the County spends millions of
dollars through this process.
Myth -that it’s difficult to get paid
Miami-Dade County now offers a payment option that will expedite
County payments to your organization via Automated Clearing House
transfers directly to your bank account, instead of the issuance and mailing
of a County check.
Myth -that there is no way to know what the previous contract price
was
Having this information is the key to offering a fair and reasonable price
to the County. This information is public record and can be requested in
writing from the Specialist in charge of your specific contract or
commodity interest.
Myth -that no one will help a new vendor through the process
There is help available every step of the way with all aspects of the
bidding process. This includes, but is not limited to vendor enrollment,
vendor registration, bid preparation and getting paid. Whatever area help
is needed, help is available.
26
10. Getting More Help
Vendor Enrollment Help If You Need Assistance Please Contact The Vendor Assistance Unit at (305) 375-5773.
If you are no longer interested in receiving future notifications about bid opportunities,
send an email to:[email protected] and type 'Unsubscribe' in the
subject line. Your email address will be removed from the distribution list.
Vendor Registration Help If You Need Assistance Please Contact The Vendor Assistance Unit at (305) 375-5773.
BidSync Help If you need additional assistance regarding the BidSync registration and training process
as a Miami-Dade County vendor, please contact the BidSync support team at 1-800-990-
9339, or email [email protected]
Should you have any questions or require additional information regarding BidSync,
please contact Miami Dade County staff member, Adil Khan at 305-375-1436 or Janice
Bandhu at 305-375-5317.
W-8 Help Contact the County Finance Department at 305-375-5111
Bid Preparation Help 2014 Free Vendor Workshops
111 N.W. 1st Street, Miami, Florida - Stephen P. Clark Center
18th Floor, Conference Room 18-4 10:00 a.m.—12:00 noon Contact us to register (305) 375-
5773
Workshop Dates:
Getting Paid Help Contact the County Finance Department at 305-375-5080 or email
Consulting Help Jill Klaskin Press, President
JKP Consulting Group, Inc.
Phone: 786-484-1242
Cell: 305-458-633
27
11. Appendix
UAP Member List
Vendor Registration Form
1 of 3 user-access-members
1
MIAMI-DADE COUNTY
Department of Procurement Management
Joint Purchase & Entity Revenue Sharing Agreement
USER ACCESS PROGRAM (UAP) MEMBERS
Member # Municipalities/Agencies
04 33321 001 City of Tamarac, FL
04 33169 002 City of Miami Gardens, FL
04 33130 003 City of Miami, FL
04 33161 004 City of North Miami, FL
05 33156 005 Village of Pinecrest, FL 05 33135 006 Public Health Trust (PHT)/ Jackson Memorial Hospital (JMH)
05 33166 007 City of Miami Springs, FL
05 33301 008 City of Fort Lauderdale, FL
05 33132 009 Miami-Dade County Public Schools; Miami, FL
06 33160 010 Town of Golden Beach, FL
06 33138 011 Miami Shores Village, FL
06 33132 012 Miami Parking Authority; Miami, FL
06 33139 013 City of Miami Beach, FL
06 33432 014 City of Boca Raton, FL
07 33261 015 North Miami Community Redevelopment Agency; N Miami, FL
07 34741 016 Toho Water Authority; Kissimmee, FL
07 33199 017 Florida International University; Miami, FL
07 33442 018 City of Deerfield Beach, FL
07 33126 019 Miami-Dade Health Department; Miami, FL
08 33142 020 Miami-Dade Expressway Authority (MDX); Miami, FL
08 33142 021 Charlotte County Board of Commissioners; Port Charlotte, FL
08 33180 022 City of Aventura, FL
08 33160 023 City of Sunny Isles Beach, FL
08 33157 024 Richmond Perrine Optimist Club; Miami, FL
08 33950 025 City of Punta Gorda, FL
08 33137 026 Miami Jewish Home & Hospital for the Aged; Miami, FL
08 34741 027 City of Kissimmee, FL
08 33063 028 City of Coconut Creek, FL
08 33154 029 Indian Creek Village, FL
08 33162 030 City of North Miami Beach, FL
09 33030 031 City of Homestead, FL
09 33622 032 Hillsborough County Aviation Authority; Tampa, FL
09 32202 033 Florida Community College of Jacksonville; Jacksonville, FL
09 33135 034 Switchboard of Miami Inc; Miami, FL
09 33145 035 Seraphic Fire Inc; Miami, FL
09 32514 036 Bay County Transportation Planning Org; Pensacola, FL
09 33128 037 YWCA of Greater Miami-Dade Inc; Miami, FL
09
33180
038
Michael-Ann Russell Jewish Community Center;
North Miami Beach, FL
09
33176
039 Dave & Mary Alper Jewish Community Center
Miami, FL
2 of 3 user-access-members
2
Member # Municipalities/Agencies
09 33143 040 Family Counseling Services of Greater Miami; Miami, FL
09 33142 041 Goodwill Industries South Florida; Miami, FL
09 32720 042 City of Deland, FL
09 33133 043 South Florida Urban Ministries; Miami, FL
09 33033 044 Farm Share Inc; Homestead, FL
09 33033 045 Citizens Property Insurance Corporation; Tallahassee, FL
10 98046 046 City of Lynnwood, WA
10 33129 047 United Way of Miami-Dade; Miami, FL
10 80903 048 El Paso County; Colorado Springs, CO
10 38135 049 City of Bartlett, TN
10 32602 050 City of Gainsville, FL
10 33155 051 City of Coral Gables, FL
10 33136 052 Voices for Children Foundation Inc; Miami, FL
10 98104 053 Sound Transit - Seattle, WA
10 32907 054 City of Palm Bay, FL
10 68508 055 City of Lincoln/Lancaster County Nebraska; Lincoln, NE
10 33071 056 Coral Springs Improvement District; Coral Springs, FL
10 33129 057 The Children's Trust; Miami, FL
10 33137 058 Greater Miami Jewish Federation; Miami, FL
10 34474 059 Central Florida Community College; Ocala, FL
10 89107 060 State of Nevada; Nevada
10 33033 061 Greater Miami Chapter of NIGP Inc; Miami, FL
10 33161 062 Village of Biscayne Park, Florida
10 33142 063 Shalom El Corporation; Miami, FL
10 64111 064 Metropolitan Community College; Kansas City, MO
10 57701 065 Pennington County Sheriff's Office; Rapid City, SD
10 33701 066 City of St Petersburg; St Petersburg, FL
10 66621 067 Washburn University; Topeka, KS
10 33133 068 Coconut Grove Business Improvement District; Coconut Grove, FL
10 89520 069 Washoe County Nevada; Reno, NV
10 33136 070 Kristi House Inc
10 27713 071 Council for Entrepreneurial Development - Durham, NC
11 72902 072 City of Fort Smith, AR
11 28092 073 Lincoln County Sheriff's Office - Lincolnton, NC
11 39202 075 State of Mississipi, Dept of Corrections - Jackson, MS
11 32177 076 Putnam County Board of Commissioners - Palatka, FL
11 68198 077 University of Nebraska Medical Center
11 21046 078 Howard County; Columbia, Maryland
11 21204 079 Baltimore County; Tucson, Maryland
11 33143 080 City of South Miami – Florida
11 33025 081 City of Miramar - Florida
3 of 3 user-access-members
3
11 33401 082 City of West Palm Beach - Florida
11 71040 083 Claiborne Parish Sheriff's Office - Homer, LA
11 33012 084 STEPS in the Right Direction Inc; Hialeah, FL
11 33160 085 Optimist Club of Ives Estates; Miami, FL
Member # Municipalities/Agencies
11 33125 086 Regis House Inc; Miami, FL
11 33128 087 The Dade County Bar Association-Legal Aid; Miami, FL
11 33137 088 Community AIDS Resource DBA Care Resource; Miami, FL
11 33134 089 Hispanic Coalition Corp; Miami, FL
11 33161 090 North Miami Foundation for Senior Citizens Svcs; N Miami, FL 11 33176 091 South Florida Youth Symphony - Miami, FL
12 71360 092 City of Pineville; Pineville, LA 12 32073 093 Town of Orange Park; Orange Park, FL
12 57105 094 Minnehaha County
12 50319 095 State of Iowa 12 33410 096 City of Palm Beach Gardens
12 33636 097 East Coast Water Control District 12 33161 098 Barry University 12 33189 099 Town of Cutler Bay 12 33166 100 City of Doral 13 32399 101 FL Dept of Transportation 13 34689 102 City Of Tarpon Springs 13 33056 103 The Bricc Arts Project Inc 13 33131 104 Miami-Dade Sports Commission 13 34236 105 Sarasota County
13 33301 106 Broward County Board of County Commissioners
13 32162 107 Village Center Community Development District 13 34994 108 City of Stuart
13 32209 109 Jacksonville Housing Authority 13 33312 110 Broward County Sheriff's Office 13 33014 111 Town of Miami Lakes Total Members: 110
03/20/2014 Page 1
Miami-Dade County
VENDOR REGISTRATION PACKAGE
(Business Entity Registration Application)
Internal Services Department (ISD)
Procurement Management Services Division
Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974
Telephone: 305-375-5773
www.miamidade.gov/procurement
Please type or comple te in ink and forward package by mai l or
in person to the address above . Str ike throughs wi th ini t ia l s wi l l be accepted. Whi te -out wi l l not be accepted.
Prospective vendors are required to complete a Vendor Registration Package prior to the award
of any County contract. It is the vendor’s responsibility to keep information current, complete
and accurate, by submitting any updates to the ISD, Procurement Management Services,
Vendor Services Section.
FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN)
In order to establish a file for your firm, you must enter your firm’s
FEIN. This number becomes your “County Vendor Number”.
Please enter your Federal Employee Identification Number (FEIN) or if none, then enter the owner’s Social Security Number (SSN).
FEIN
NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS)
The North American Industry Classification System (NAICS) is the
standard used by the federal statistical agencies in classifying
business establishments for the purpose of collecting, analyzing and publishing statistical data related to the U.S. business
economy.
NAICS Code
The Vendor Registrat ion Package is compr ised of the fo l lowing four sect ions . All sect ions must be completed and submitted. I f a quest ion is not appl icable , please write “ None”.
Sect ion 1 :
Sect ion 2 :
Sect ion 3 :
Sect ion 4 :
Genera l Bus iness In format i on
Vendor A f f i dav i ts Form (Requ i res Notar i zed S ignature )
Vendor Commod i t y Codes Se lec t i on Check l i s t
Vendor Document Check l i s t and Add i t iona l Governmen t Forms
Pages
Pages
Pages
Page
1-4
5-8
9-15
17
SECTION 1: GENERAL BUSINESS INFORMATION (pages 1-4)
1. NAME OF BUSINESS: Enter the name of the entity, individual(s), partners, or corporation; followed by any other name used to do business (DBA). This business name shall appear on all invoices submitted to the County.
Name of Entity, Individual(s), Partners or Corporation
Doing Business As (If same as above leave blank)
2a. COMPANY BUSINESS ADDRESS: Enter the physical address for the main office.
Street Address (P.O. Box Number is not permitted)
City
State (U.S.A.) Country Zip Code
2b. MAILING ADDRESS: Enter the business mailing address only if different from above. (Leave blank if address is the same as above).
Street Address (or P. O. Box Number)
City State (U.S.A.) Country Zip Code
2c. PAYMENT REMITTANCE ADDRESS: Enter the company address where payment of invoices is to be mailed. (Enter even if same as above).
Street Address (or P.O. Box Number)
03/20/2014 Page 2
City State (U.S.A.) Country Zip Code
03/20/2014 Page 3
3. OTHER AFFILIATE:
Enter name and address of Business Affiliate, i.e. parent company or subsidiary with the same Federal Employer Identification Number (FEIN) as firm submitting vendor application.
Parent Company Subsidiary
Name of Firm
Street Address (P.O. Box Number is not permitted)
City
State (U.S.A.) Country Zip Code
4. CONTACT PERSON: Enter your firm’s contact person’s name and title.
Mr. Ms. Mrs.
First Name MI
Last Name
Title:
5. FIRM’S TELEPHONE NUMBERS AND E-MAIL ADDRESS: Enter your firm’s telephone number(s) and include Miami-Dade County, long distance and 800 numbers if available, and the fax number for the contact person named above. Enter your firm’s e-mail address. Solicitation notices will be e-mailed to this address. If no email address is available, access the Miami-Dade County Website at www.miamidade.gov/procurement for solicitation opportunities.
Telephone Number:
Fax Number:
Toll Free Number:
E - m a i l a d d r e s s :
6. TYPE OF BUSINESS ORGANIZATION:
Place a checkmark next to the applicable item that describes the type of organization for your firm and enter additional information as requested for that item. If incorporated, a copy of the company Certificate of Incorporation and IRS letter 147C, or any other preprinted IRS form issued by the IRS identifying your business name and Federal Employer Identification Number (FEIN), shall be submitted as verification of the company name and FEIN. If using a Social Security Number (SSN), a copy of the Social Security card shall be submitted. Also, if a corporation
that trades in stock ownership in a public stock exchange market, check “Publicly Traded Corporation” and name the stock exchange market of registration and symbol. Refer to page 17 for complete list of required documents.
Corporation – Incorporated in the State of:
Publicly Traded Corporation: Stock Exchange Market of Registration: Symbol:
Partnership:
Sole Proprietorship (One Individual Owner):
Not-for-Profit Organization:
Other (Specify):
7. YEARS FIRM HAS BEEN IN BUSINESS:
Less than 1 year 1 - 5 years 6 - 10 years 10+ years
03/20/2014 Page 4
9. 8. TYPE OF BUSINESS: (Indicate by checkmark and identify type of commodity and/or service)
Commodities/ Services
Manufacturer or Producer
Dealer or Distributor
Maintenance or Repair
Rental or Lease
Construction Contractor
Professional Services
Other
9. THE MIAMI-DADE COUNTY (MDC) CONFLICT OF INTEREST AND CODE OF ETHICS ORDINANCE 2-11.1 requires all Miami-Dade
County employees, board members and elected officials to seek a conflict of interest opinion prior to submittal of a bid, response or application of any type to contract with Miami-Dade County by the person or any member of his or her immediate family. Immediate family is defined as spouse, domestic partner, parents, stepparents, children and stepchildren. Pursuant to the ordinance, Miami-Dade County may not award a contract to any covered person who has not received a written ethics opinion or a waiver from the Board of County Commissioners.
If you answer yes to questions 9a or 9b below, you are required to obtain a Conflict of Interest Opinion from the Miami-Dade County Commission on Ethics and Public Trust (COE) concerning the relationship of the County employee, board member and/or elected official, to the officers or principals of your firm. An opinion from the COE is required prior to the receipt or approval of the vendor application by the Miami-Dade County, Internal Services Department, Procurement Management Services Division. Submit request for a written Conflict of Interest Opinion to: Miami-Dade County Commission on Ethics and Public Trust, 19 West Flagler Street, Suite #820, Miami, Florida, 33130 or fax to (305) 579-0273. Please contact the COE at (305) 579-2594 for further information. It is the responsibility of the vendor to forward the vendor application and the written Conflict of Interest Opinion from the COE to the Miami-Dade County, Internal Services Department, Procurement Management Services Division for processing.
9a. ARE ANY OF THE OWNERS/PRINCIPALS IN THE FIRM, A MIAMI-DADE COUNTY ELECTED OFFICIAL, BOARD MEMBER OR MIAMI-DADE COUNTY EMPLOYEE(S)? If “yes”, indicate the name and complete the
information below. Use duplicate form for multiple owners/principals. If “no”, check box and go to the next section.
Yes:
No.
Name of Owner/Principal in the Firm:
I. Miami-Dade Elected Official: Yes No Date Elected: Position Held:
II. Miami-Dade Board Member: Yes No Date Appointed: Position Held:
Name of Board Appointed to:
III. Miami-Dade County Employee: Yes No County Employee Hire Date: Position Held:
Miami-Dade County Employee (I.D. Number): Miami-Dade County Department where Employee works:
9b. ARE ANY IMMEDIATE FAMILY MEMBERS OF THE OWNERS/PRINCIPALS IN THE FIRM, A MIAMI-DADE COUNTY ELECTED OFFICIAL, BOARD MEMBER OR MIAMI-DADE COUNTY EMPLOYEE? Immediate
family is defined as spouse, domestic partner, parents, stepparents, children and stepchildren. If “yes”, indicate the name and complete the Information below. Use duplicate form for multiple owners/principals. If “no”, check box and go to the next section.
Yes: No.
Name of Owner/Principal in the Firm:
Name of Immediate Family Member of the Owners/Principals in the Firm:
I. Miami-Dade Elected Official: Yes No Date Elected: Position Held:
II. Miami-Dade Board Member: Yes No Date Appointed: Position Held:
Name of Board Appointed to:
III. Miami-Dade County Employee: Yes No County Employee Hire Date: Position Held:
Miami-Dade County Employee (I.D. Number): Miami-Dade County Department where Employee works:
03/20/2014 Page 5
AFFIRMATIONS AND SIGNATURES
The undersigned hereby certifies that the foregoing statements are true and correct and include all of the material necessary to identify and explain the operation of the business described herein. The undersigned agrees to provide Miami-Dade County with current, complete and accurate information for each project contracted and for all proposed changes in any contractual agreement. Misrepresentations shall be grounds for terminating any contract.
Signed this (date): day of:
20
Sign by: Name of Firm:
Print Name: Title:
03/20/2014 Page 6
de Miami-Dade County
VENDOR AFFIDAVITS FORM
(Uniform County Affidavits)
Internal Services Department (ISD)
Procurement Management Services Division
Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974
Telephone: 305-375-5773 www.miamidade.gov/procurement
The completion of the Vendor Affidavits Form allows vendors to comply with affidavit
requirements outlined in Section 2-8.1 of the Code of Miami-Dade County. Vendors are
required to have a complete Vendor Registration Package on file, including required affidavits,
prior to the award of any County contract. It is the vendor’s responsibility to keep all affidavit information up to date and accurate by submitting any updates to the ISD,
Procurement Management Services Division, Vendor Services Section.
FEDERAL EMPLOYER
IDENTIFICATION NUMBER (FEIN)
In order to establish a file for your firm, you must enter your firm’s FEIN. This number becomes your “County Vendor
Number”. Please enter your Federal Employee Identification
Number (FEIN) or if none, then enter the owner’s Social
Security Number (SSN).
FEIN
NORTH AMERICAN INDUSTRY
CLASSIFICATION SYSTEM (NAICS)
The North American Industry Classification System (NAICS)
is the standard used by the federal statistical agencies in
classifying business establishments for the purpose of
collecting, analyzing and publishing statistical data related
to the U.S. business economy.
NAICS Code
SECTION 2: VENDOR AFFIDAVITS FORM (pages 5-8)
A) Name of Entity, Individual(s), Partners or Corporation B) Doing Business As (If same as line A, leave blank)
Street Address (P.O. Box Number is not permitted)
City
State (U.S.A.)
Country
Zip Code
1. MIAMI-DADE COUNTY OWNERSHIP DISCLOSURE AFFIDAVIT (Sec. 2-8.1 of the Miami-Dade County Code)
Firms registered to do business with Miami-Dade County, shall require the person contracting or transacting such business with the County to
disclose under oath his or her full legal name, and business address. Such contract or transaction shall also require the dis closure under oath of the full legal name and business address of all individuals having any interest (legal, equitable, beneficial or otherwise) in the contract other
than subcontractors, material men, suppliers, laborers or lenders. Post office box addresses shall not be accepted hereunder. If the contract or business transaction is with a corporation the foregoing information shall be provided for each officer and director and each stockholder holding, directly or indirectly, five (5) percent or more of the outstanding stock in the corporation. If the contract or business transaction is with a partnership, the foregoing information shall be provided for each partner. If the contract or business transaction is with a trust, the foregoing information shall be provided for the trustee and each beneficiary of the trust. The foregoing disclosure requirements shall not apply to
contracts with publicly-traded corporations, or to contracts with the United States or any department or agency thereof, the State or any political subdivision or agency thereof, or any municipality of this State. Use duplicate page if needed for additional names.
If no officer, director or stockholder owns (5%) or more of stock, please write “None” below.
PRINCIPALS
FULL LEGAL NAME TITLE ADDRESS
OWNERS CHECK BOXES BELOW
FULL LEGAL NAME
TITLE %
OF OWNERSHIP
ADDRESS
GENDER RACE / ETHNICITY
M F
Whi
te
Bla
ck
Hispani
c
Asian/
Paci
fi
c Isla
nder
Native
Am
erica
n/
Ala
skan
Native
Oth
er
If a percentage of the firm is owned by a publicly traded corporation or by another corporation, indicate below in the space “Other Corporations”.
03/20/2014 Page 7
OTHER CORPORATIONS % OF
OWNERSHIP
2. MIAMI-DADE COUNTY EMPLOYMENT DISCLOSURE AFFIDAVIT (County Ordinance No. 90-133, amending Section 2.8-1(d)(2) of the Miami-Dade County Code)
The following information is for compliance with all items in the aforementioned Section:
1. Does your firm have a collective bargaining agreement with its employees? Yes
No
2. Does your firm provide paid health care benefits for its employees? Yes
No
3. Provide a current breakdown (number of persons) in your firm’s work force indicating race, national origin and gender.
NUMBER
OF EMPLOY
EES
Males
Females
White
Black
Hispanic
Asian/Pacific Islander
Native American/
Alaskan Native
Other
Total Number
of Employees
Total Employees
3. MIAMI-DADE COUNTY EMPLOYMENT DRUG-FREE WORKPLACE CERTIFICATION (Section 2-8.1.2(b) of the Miami- Dade County Code)
All persons and entities that contract with Miami-Dade County are required to certify that they will maintain a drug-free workplace and such persons and entities are required to provide notice to employees and to impose sanctions for drug violations occurring in the workplace.
In compliance with Ordinance No. 92-15 of the Code of Miami-Dade County, the above named firm is providing a drug-free workplace. A written statement to each employee shall inform the employee about:
1. Danger of drug abuse in the workplace 2. The firms’ policy of maintaining a drug-free environment at all workplaces
3. Availability of drug counseling, rehabilitation and employee assistance programs 4. Penalties that may be imposed upon employees for drug abuse violations
The firm shall also require an employee to sign a statement, as a condition of employment that the employee will abide by the terms
of the drug-free workplace policy and notify the employer of any criminal drug conviction occurring no later than five (5) days after receiving notice of such conviction and impose appropriate personnel action against the employee up to and including terminat ion. Firms may also comply with the County’s Drug Free Workplace Certification where a person or entity is required to have a drug-free workplace policy by another local, state or federal agency, or maintains such a policy of its own accord and such policy meets the intent of this ordinance.
(PART 2)
Males % of
Ownership Females
% of
Ownership Males Females
White
Black
Hispanic
Asian/Pacific Islander
Native American /
Alaskan Native
Other
Totals % of Ownership
(PART 2)
03/20/2014 Page 8
4. MIAMI-DADE COUNTY DISABILITY AND NONDISCRIMINATION AFFIDAVIT (Article 1, Section 2-8.1.5 Resolution R182-00 Amending R-385-95 of the Miami-Dade County Code)
Firms transacting business with Miami-Dade County shall provide an affidavit indicating compliance with all requirements of the
Americans with Disabilities Act (A.D.A.). I, state that this firm, is in compliance with and agrees to continue to comply with, and assure that any subcontractor, or third party contractor shall comply with all applicable requirements of the laws including, but not limited to, those provisions pertaining to employment, provision of programs and services, transportation, communications, access to facilities, renovations, and new construction.
The American with Disabilities Act of 1990 (A.D.A.), Pub. L. 101-336, 104 Stat 327, 42 U.S.C. Sections 225 and 611 including Titles I, II, III, IV and V.
The Rehabilitation Act of 1973, 29 U.S.C. Section 794
The Federal Transit Act, as amended, 49 U.S.C. Section 1612
The Fair Housing Act as amended, 42 U.S.C. Section 3601-3631
I, hereby affirm that I am in compliance with the below sections: Section 2-10.4(4)(a) of the Code of Miami-Dade County (Ordinance No. 82-37), which requires that all properly licensed architectural, engineering, landscape architectural, and land surveyors have an affirmative action plan on file with Miami-Dade County.
Section 2-8.1.5 of the Code of Miami-Dade County, which requires that firms that have annual gross revenues in excess of five (5) million dollars have an affirmative action plan and procurement policy on file with Miami-Dade County. Firms that have a Board of Directors that are representative of the population make-up of the nation may be exempt.
5. MIAMI-DADE COUNTY DEBARMENT DISCLOSURE AFFIDAVIT (Section 10.38 of the Miami-Dade County Code)
Firms wishing to do business with Miami-Dade County must certify that its contractors, subcontractors, officers, principals, stockholders,
or affiliates are not debarred by the County before submitting a bid.
I, confirm that none of this firms agents, officers, principals, stockholders, subcontractors or their affiliates are debarred by Miami-Dade County.
6. MIAMI-DADE COUNTY VENDOR OBLIGATION TO COUNTY AFFIDAVIT (Section 2-8.1 of the Miami-Dade County Code)
Firms wishing to transact business with Miami-Dade County must certify that all delinquent and currently due fees, taxes and parking tickets have been paid and no individual or entity in arrears in any payment under a contract, promissory note or other document with the County shall be allowed to receive any new business.
I, confirm that all delinquent and currently due fees or taxes including, but not limited to, real and personal property taxes, convention and tourist development taxes, utility taxes, and Local Business Tax Receipt collected in the normal course by the Miami-Dade County Tax Collector and County issued parking tickets for vehicles registered in the name of the above firm, have been paid. I further affirm that this firm complies with Section 2-8.1, which requires that no individual or entity that is in arrears in any payment
under a contract, promissory note or other document with the County shall be allowed to receive any new business.
7. MIAMI-DADE COUNTY CODE OF BUSINESS ETHICS AFFIDAVIT (Article 1, Section 2-8.1(i) and 2-11(b)(1) of the Miami-Dade County Code through (6) and (9) of the County Code and County Ordinance No 00-1 amending Section 2-11.1(c) of the County Code)
Firms wishing to transact business with Miami-Dade County must certify that it has adopted a Code that complies with the requirements
of Section 2-8.1 of the County Code. The Code of Business Ethics shall apply to all business that the contractor does with the County
and shall, at a minimum; require the contractor to comply with all applicable governmental rules and regulations.
I confirm that this firm has adopted a Code of business ethics which complies with the requirements of Sections 2-8.1 of the County Code, and that such code of business ethics shall apply to all business that this firm does with the County and shall, at a minimum, require the contractor to comply with all applicable governmental rules and regulations.
6
03/20/2014 Page 9
9. 10. 8. MIAMI-DADE COUNTY FAMILY LEAVE AFFIDAVIT (Article V of Chapter 11, of the Miami-Dade County Code)
Firms contracting business with Miami-Dade County, which have more than fifty (50) employees for each working day during each of twenty (20) or more work weeks in the current or preceding calendar year, are required to certify that they provide family leave to
their employees. Firms with less than the number of employees indicated above are exempt from this requirement, but must indicate by letter (signed by an authorized agent) that it does not have the minimum number of employees required by the County Code.
I confirm that if applicable, this firm complies with Article V of Chapter 11 of the County Code, which requires that firms contracting business with Miami-Dade County which have more than fifty (50) employees for each working day during each of twenty (20) or more work weeks in the current or preceding calendar year are required to certify that they provide family leave to their employees.
9. MIAMI-DADE COUNTY LIVING WAGE AFFIDAVIT (Section 2-8.9 of the Miami-Dade County Code)
All applicable contractors entering into a contract with the County shall agree to pay the prevailing living wage required by this
section of the County Code.
I confirm that if applicable, this firm complies with Section 2-8.9 of the County Code, which requires that all applicable employers entering a contract with Miami-Dade County shall pay the prevailing living wage required by the section of the County Code.
11.
10. MIAMI-DADE COUNTY DOMESTIC LEAVE AND REPORTING AFFIDAVIT (Article 8, Section 11A-60 - 11A-67 of the Miami-Dade County Code)
Firms wishing to transact business with Miami-Dade County must certify that it is in compliance with the Domestic Leave Ordinance. I confirm that if applicable, this firm complies with the Domestic Leave Ordinance. This ordinance applies to employers that have, in the regular course of business, fifty (50) or more employees working in Miami-Dade County for each working day during the current or preceding calendar year.
AFFIRMATION
I, being duly sworn, do attest under penalty of perjury that the entity is in compliance with all requirements outlined in these Miami-Dade County Vendor Affidavits.
I also attest that I will comply with and keep current all statements sworn to in the above affidavits and registration application. I will notify the Miami-Dade County, Vendor Services Section immediately if any of the statements attested hereto are no longer valid.
(Signature of Affiant) (Date)
03/20/2014 Page 10
Printed Name of Affiant and Title
NOTARY PUBLIC INFORMATION
Notary Public – State of:
State
County of
SUBSCRIBED AND SWORN TO (or affirmed) before me this day of
20 .
by
He or she is personally known to me
Or has produced identification
Type of Identification Produced
Signature of Notary Public
(Serial Number)
Print or Stamp of Notary Public
Expiration Date Notary Public Seal (When applicable)
03/20/2014 Page 9
03/20/2014 Page 10
1. ADVERTISING SPECIALTIES/PROMOTIONAL ITEMS
080-10 Badges, Emblems, Nametags, Plates, etc.
350-35 Flags, Flag Poles, Banners and Accessories
037-78 Promotional and Advertising Items, Souvenirs
962-33 Engraving Services: Awards, Trophies, etc.
962-37 Flagpole Services
962-51 Laminating Services
962-52 Mapping Services
2. AIR CONDITIONING, HEATING, VENTILATION, CHILLER PLANTS
031-02 Air Conditioning, Heating and Ventilating Equipment,
Parts and Accessories
740-95 Refrigeration Equipment and Accessories
962-23 Chemical Treatment Services of Boilers and Tower Water Plants
3. AIRCRAFT AND AIRPORT EQUIPMENT, ACCESSORIES, SUPPLIES AND SERVICES
035-79 Aircraft and Airport Equipment, Parts and Supplies
905-03 Aerial Patrolling Services (Not Survey)
905-05 Aerial Photography Services
905-10 Aerial Surveys (Including Wildlife Censuses)
905-12 Aircraft Crash Removal Services
905-14 Airplane/Helicopter Services (Not otherwise classified)
958-03 Airport Management Services
905-20 Air Rescue and Transfer of Patients
905-41 Aerial Crop Dusting and Seeding Services (All Kinds)
905-53 Pilot Training services
905-60 Removal Services of Rubber Deposits from Runways
905-70 Aircraft Storage Space Services (Not Building Lease)
906-06 Airport Services (Lighting, Fueling, Navigational Aids, etc.)
4. ANIMALS, LIVE - AND - DRUGS, FOOD, CARE SERVICES AND
SUPPLIES
040-01 Live Animals
325-66 Feed, Bedding, Vitamins and Supplements for Animals
Miami-Dade County
VENDOR COMMODITY CODE
SELECTION CHECKLIST
Internal Services Department,
Procurement Management Services Division
Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974
Telephone: 305-375-5773 www.miamidade.gov/procurement
Check the commodity codes below that identify those goods and services your company can
supply. Once your Vendor Registration Package is processed, notification of solicitation
opportunities for the commodities you select will be forwarded to your company. An update
of your commodity selections can be made at any time by resubmitting a new Vendor
Commodity Code Selection Checklist.
FEDERAL EMPLOYER
IDENTIFICATION NUMBER (FEIN)
In order to establish a file for your firm, you must enter your
firm’s FEIN. This number becomes your “County Vendor
Number”. Please enter your Federal Employee Identification
Number (FEIN) or if none, then enter the owner’s Social
Security Number (SSN).
FEIN
NORTH AMERICAN INDUSTRY
CLASSIFICATION SYSTEM (NAICS)
The North American Industry Classification System (NAICS) is
the standard used by the federal statistical agencies in classifying business establishments for the purpose of
collecting, analyzing and publishing statistical data related to
the U.S. business economy.
NAICS Code
SECTION 3: CHECK THE ITEMS THAT APPLY TO YOUR BUSINESS (pages 9-15)
COMPANY NAME:
03/20/2014 Page 11
080-75 Pet Identification Tags
080-80 Wildlife Bands, Labels and Tags
962-06 Animal Care, Animal Shelter Service, etc.
5. APPAREL, UNIFORMS, GLOVES, SHOES, ETC. 200-11 Clothing, Apparel, Uniforms and Accessories
800-86, 800-88, 800-95 Shoes and Boots
962-78 Sewing and Alteration Services
962-80 Shoe and Boot Repair
6. APPLIANCES
045-06 Appliances and Equipment, Household Type
500-63 Laundry and Dry Cleaning Equipment, Accessories, Parts and Supplies
7. ART, CRAFT, PAINTINGS, MUSIC, ENTERTAINMENT
232-75 Crafts, General
233-41 Craft Supplies and Equipment
580-70 Musical Instruments, Accessories and Supplies
962-05 Amusement and Entertainment Services
962-63 Piano Tuning Services
962-72 Restoration/Preservation Services of Antiques,
Costumes, Paintings and other Objects
8. AUDIO VISUAL EQUIPMENT, TV/BROADCAST AND PRODUCTION
SERVICE EQUIPMENT
803-30 Sound Systems, Components, Group Intercom, Public
Address Systems
855-95 Theatrical Equipment and Supplies
939-84 Television Equipment and Accessories
9. AUTOMOTIVE
936-08 Air Compressors and Accessories
055-17 Accessories for Vehicles
929-17 Automotive Maintenance Items
060-67 Automotive Bodies, Accessories and Supplies
070-18 Automotive Vehicles, Scooters, Trailers and related Transportation Equipment
075-64 Automotive Shop Equipment and Supplies
962-17 Bus and Taxi Services, Limousines and Vans
962-62 Pneumatic Tube, Maintenance and Repair
962-84 Tire Shredding Services
968-90 Vehicle Towing and Storage
962-85 Glass Tinting and Coating Services (Automotive and Buildings)
10. BAGS, CONTAINERS, ACCESSORIES
085-90 Bags, Bagging, Ties
100-67 Barrels, Kegs and Containers
320-56 Equipment and Supplies for Fastening, Packaging,
Strapping and tying
510-22 Laundry Bags, Supplies, Baskets, Trucks, Accessories
11. BUILDING MATERIALS AND SUPPLIES
010-09 Acoustical Tile, Insulating Materials, etc.
135-94 Bricks and other Clay Products
150-60 Builder’s Supplies
210-70 Concrete and Metal Curvets, Pilings, Septic Tanks,
03/20/2014 Page 12
Accessories and Supplies
330-13 Fence Materials and Supplies
360-19 Floor Covering, Installation and Removal Equipment
and Tools
914-47 Glass and Glazing Supplies
540-52 Lumber and Related Products
630-93 Paint, Wall Paper and Related Items
658-96 Pipe and Tubing
659-97 Pipe Fittings
670-57 Plumbing Equipment, Fixture and Supplies
745-68 Road and Highway Building Materials (Asphaltic)
750-72 Road and Highway Building Materials (Not Asphaltic)
770-72 Roofing Materials
670-57 Plumbing Equipment, Fixtures and Supplies
12. BUILDINGS AND STRUCTURES – MODULAR – FABRICATED AND
PREFABRICATED
155-10 Modular, Prefabricated and Fabricated Buildings,
Bridges, Shelters and other Structures
13. CHEMICALS, EPOXIES
180-81 Chemical Raw Material
190-75 Chemicals and Solvents
192-70 Cleaning Compositions, etc.
315-10 Epoxy Based Formulations for Adhesive, New Orleans,
etc.
885-70 Flocculants, Polymeric
505-70 Laundry and Dry Cleaning Compounds and Supplies
885-96 Water and Wastewater Treatment Chemicals
14. COMMUNICATIONS/TELECOMMUNICATIONS EQUIPMENT AND SUPPLIES
838-35 Radio Communication, Telephone and Telecommunication Equipment, Supplies and
Accessories
730-74 Radio Communication and Telecommunication Testing,
Measuring and Analyzing Equipment and Accessories
15. CONSTRUCTION CONTRACTORS AND SUB-CONTRACTORS
906-07 Architect and other Professional Design Services
909-30 Building Construction Services
910-52 Building Maintenance and Repair Services
910-36 Air Conditioning Services
345-05 Asbestos Abatement
910-47 Lead Based Paint Abatement
910-60 Plumbing Services
918-67 Consulting Services
925-07 Air Conditioning Professional Services
912-16 Boring, Drilling, Testing and Sounding Services
962-18 Cable Construction Services, Installation/Maintenance
(Fiber, Optics, Communication, Computer)
962-20 Septic Tank and Cesspool Cleaning and Maintenance
Service
962-39 Hauling Services
913-41 Power Line Construction, Installation and Repair
962-96 Well Services (Including Oil, Gas & Water), Drilling, Plugging, Consulting, Maintenance, etc.
03/20/2014 Page 13
906-38 General Construction & Maintenance (Airport, Roadways,
Utilities, Antenna Tower, Dredging Bridges, Demolition, Excavating, Wrecking and Removal, Sewer /Water/
Wastewater, Public Works Constructions, etc.)
909-30 Building Construction Contractor
912-25 Golf Course Construction, Repair and Maintenance
208-85 Surveying (Not Aerial or Research)
968-47 Inspection Services, Construction Type
988-08 Roadside, Grounds, Recreational and Park Area Services
988-03 Athletic Field Maintenance
988-14 Erosion Control Services
988-15 Fence Installation and Repair
988-20 Fire Break Services
988-26 Flood Control Services
988-32 Grading (Except for Road Building)
912-27 Irrigation System Construction
988-46 Landfill Services
988-52 Landscaping Design, Fertilizing, Planting, etc. (Not
Grounds Maintenance or Tree Trimming)
988-63 Park Area Construction/Renovation
913-94 Paving and Repair of Parking Lots (Not Including Driveways and Roads)
912-33 Swimming Pool Construction, Repairs, Renovations
912-65 Tennis and Sports court Repair and Renovation
16. CONSTRUCTION CONTRACTOR-TYPE ASSISTANCE (TEMPORARY PERSONNEL AND WORKERS)
962-69 Temporary Personnel, Laborers and Workers (All Types)
17. CONSTRUCTION EQUIPMENT – LIGHT AND HEAVY DUTY
635-95 Painting Equipment and Accessories
755-95 Asphalt and Concrete Handling Equipment and Parts
760-59 Equipment and Parts: Earth Handling, Grading, Moving,
Packing, etc.
975-66 Other Road and Highway Equipment and Parts
18. CONSULTING SERVICES
918-04 918-04 Accounting, Auditing and Budget Consulting Services
918-06 Administrative Consulting Services
918-07 Advertising Consulting Services
918-09 Agricultural Consulting Services
918-12 Analytical Studies and Surveys, Consulting Services
918-14 Appraisal, Consulting Services
918-19 Buildings, Structures and Components, Consulting Services
918-26 Communications: Public Relations Consulting Services
918-28 Computer Consulting Services – Hardware
918-29 Computer Consulting Services – Software
918-31 Construction Consulting Services
918-38 Education and Training Consulting Services
918-41 Energy Conservation Consulting Services
918-42 Engineering Consulting Services
918-43 Environmental Consulting Services
918-46 Feasibility Studies Consulting Services
918-49 Finance/Economics Consulting Services
918-52 Food Consulting Services
918-54 Furnishing Consulting Services
03/20/2014 Page 14
918-58 Governmental Consulting Services
918-62 Horticultural Consulting Services
918-65 Human Relations Consulting Services
918-69 Insurance Consulting Services
918-70 Inventory Consulting Services
918-75 Management Consulting Services
918-76 Marketing Consulting Services
918-78 Medical Consulting Services
918-81 Natural Disaster Consulting Services
918-85 Personnel/Employment Consulting Services
918-87 Purchasing Consulting Services
918-89 Real Estate/Land Consulting Services
918-93 Security/Safety Consulting Services
918-95 Telecommunications Consulting Services
918-97 Utility Consulting Services: Gas, Water, Electric
19. CREDIT, LOAN, FINANCIAL, LEASING, INSURANCE, TITLE, APPRAISALS, ABSTRACTS, REAL ESTATE
946-49 Financial Services
953-52 Insurance, All types
962-09 Auctioneering Services
958-61 Insurance and Risk Management Services
20. DATA PROCESSING EQUIPMENT, SOFTWARE AND SUPPLIES
967-28 Computers and Information Processing Systems
250-67 Data Processing Cards and Paper
920-39 Data Processing Services and Software
21. ELECTRICAL
280-62 Electrical Cables and Wires
285-69 Electrical Equipment and Supplies
22. ELECTRONIC EQUIPMENT: ANALYZERS, INDICATORS, ETC.
220-55 Controlling, Indicating, Measuring, Monitoring and Recording Instruments and Supplies
287-59 Electronic Components, Replacement Parts, Accessories
and Miscellaneous Electronic Equipment
23. ELEVATORS
295-70 Elevators, Building Type
24. ENVIRONMENTAL SERVICE, EQUIPMENT AND SUPPLIES
962-45 Hazardous Materials Services
962-76 Radioactive Waste Disposal Services
988-56 Litter Removal Services, Including Beach Cleaning (Other
than Buildings)
25. FACILITIES SUPPLIES, SUPPORT SERVICES AND EQUIPMENT
140-15 Broom, Brush and Mop Manufacturing Machinery and Supplies
145-44 Brushes
225-32 Cooler, Water Fountains (For Drinking Water)
192-70 Cleaning Compositions, Detergents, Solvents, Strippers
03/20/2014 Page 15
365-56 Floor Maintenance Machines, Parts and Accessories
485-76 Janitorial Supplies, General Line
910-52 Building Maintenance and Repair Services
910-39 Janitorial Services and Custodial Services
910-81 Window Washing Services
962-21 Cleaning Services, Steam and Pressure
962-85 Glass Tinting and Coating Services (Automobile and
Buildings)
912-63 Swimming Pool Maintenance (Including Water Treatment)
26. FOOD-BEVERAGES-TOBACCO PRODUCTS-ETC.
375-30 Foods, Bakery Products (Fresh)
385-17 Foods, Dairy Products (Fresh)
640-45 Foods, Freeze-Dried, Frozen and Prepared Ready-to-Eat
390-02 Foods, Perishable
393-56 Foods, Stable Grocery and Grocer’s Miscellaneous Items
660-30 Pipes, Tobaccos, Smoking Accessories, Alcoholic
Beverages
962-19 Cafeteria Services
962-94 Bottled Water Services
27. FUEL, OIL, GREASE AND LUBRICANTS
720-41 Fuel, Oil, Grease and Lubricants
962-65 Oil Removal Services, Used (To include Oil and Petroleum Spill Services)
962-61 Petroleum Exploration Services
28. FURNITURE, CURTAINS, UPHOLSTERY, INTERIOR DESIGN
265-64 Draperies, Curtains, Upholstery
420-04 Furniture: Cafeteria, Chapel, Dormitory, Household,
Library, Lounge, School
425-48 Furniture: Office
420-68 Mattress and Frame
962-48 Interior Design/Decorator Service
962-90 Upholstery Services (Other than Vehicles)
29. HARDWARE, TOOLS, PAINTS AND ACCESSORIES
005-05 Abrasives
445-39 Hand Tools (Powered and Non-Powered), Accessories and
Supplies
450-26 Hardware and Related Items
460-04 Hose, Accessories and Supplies: Garden
30. INDUSTRIAL EQUIPMENT AND ACCESSORIES
105-18 Bearings (Except Wheel Bearings and Seals)
110-74 Belts and Belting: Conveyor, Elevator, Power
Transmission, V-Belts
983-18 Manufacturing Machinery and Supplies: Broom, Brush,
Mop
460-04 Hose, Accessories and Supplies: Industrial
420-68 Manufacturing Machinery and Supplies: Mattress and Frame
895-71 Welding Equipment and Supplies
31. KITCHEN, BAKERY AND RESTAURANT EQUIPMENT, ACCESSORIES AND SUPPLIES
090-70 Bakery Equipment, Commercial
160-54 Butcher Shop and Heat Processing Equipment
03/20/2014 Page 16
165-07 Cafeteria and Kitchen Equipment: Commercial
240-28 Cutlery, Dishes, Flatware, Glassware, Trays, Utensils, etc.
245-83 Dairy Equipment and Supplies
370-38 Food Processing and Canning Equipment and Supplies
32. LABORATORY EQUIPMENT, SUPPLIES AND SERVICE
175-13 Chemical Laboratory Equipment and Supplies
193-85 Clinical Laboratory Reagents and Tests: Blood Grouping,
Diagnostic, Drug Monitoring, etc.
415-57 Laboratory Furniture
490-43 Laboratory Equipment and Accessories: Nuclear, Optical, And Physical
938-63 Laboratory Equipment and Accessories: Biochemistry,
Chemistry, Environmental, Science, etc.
495-95 Laboratory and Field Equipment and Supplies: Biology,
Botany, Geology, Microbiology, Zoology, etc.
962-22 Chemical Laboratory Services
33. LANDSCAPING AND LAWN MAINTENANCE SERVICE, EQUIPMENT, TOOLS AND SUPPLIES
020-08 Agricultural Equipment, Implements and Accessories
967-40 Fertilizers and Soil Conditioners
934-46 Lawn Maintenance Equipment, Accessories and Parts
595-62 Nursery Stock, Equipment and Supplies
790-95 Seed, Sod, Soil, Inoculants
968-88 Tree and Shrub Removal Services
988-36 Grounds Maintenance: Lawn Mowing, Edging, Plant,
Trimming, etc.
988-88 Tree Trimming and Pruning Services
988-89 Weed and Vegetation Control Services
34. LEATHER GOODS, LUGGAGE, PURSES, FABRIC, NOTIONS AND ACCESSORIES
520-45 Leather and Related Equipment Products, Accessories and Supplies
530-68 Luggage, Brief cases, Purses and Related Items
590-95 Notions and Related Sewing Accessories and Supplies
35. MARINE EQUIPMENT, SUPPLIES AND SERVICE
975-21 Boats, Motors, Marine and Wildlife Equipment and
Supplies
959-52 Diving Services
962-53 Marine Equipment and Marine Life Services (Except
Maintenance and Repair)
040-75 Marine Buoys, Lights, etc., including servicing (Not Major Equipment)
36. MASS TRANSIT (BUS, RAIL, PEOPLE’S MOVER)
975-44 Transit Bus
557-56 Transit Bus Accessories and Supplies
558-70 Rail Vehicles and Systems
559-75 Rail Vehicle Parts and Accessories
864-55 Train Control, Electronics
37. MEDICAL AND HOSPITAL EQUIPMENT, SUPPLIES AND SERVICE
(INCLUDING PHARMACEUTICALS, DRUGS AND BIOCHEMICALS)
260-33 Dental Equipment and Supplies
269-72 Drugs, Pharmaceuticals and Biological (For Human
03/20/2014 Page 17
Therapeutic use)
271-78 Drugs, Pharmaceuticals and Sets (For high Volume
Administration, Infusion, Irrigation, Tube Feeding)
410-58 Health Care and Hospital Facility Furniture
430-12 Gases, Containers and Equipment for Medical and Lab
435-66 Germicides, Cleaners and Related Sanitation Products for Health Care
465-48 Hospital and Surgical Equipment, Instruments and
Supplies
470-68 Hospital Equipment and Supplies: Mobility, Speech
Impaired, Restraint Items
475-72 Hospital, Surgical and Related Medical Accessories and Sundry Items
625-96 Optical Equipment, Accessories and Supplies
710-94 Prosthetic Devices, Hearing Aids, Auditory Testing
Equipment, Electronic Reading Devices, etc.
948-84 Health Related Services
875-95 Veterinary Equipment, Accessories and Supplies
898-65 X-Ray and other Radiological Equipment and Supplies
(Medical)
38. METAL, METAL FABRICATION, FOUNDRY CASTING, MACHINE SHOP
400-55 Equipment and Supplies, Foundry Castings
570-05 Metals: Bars, Plates, Rods, Sheets, Strips, Structural Shapes, Tubing and Fabricated Items
962-38 Galvanizing Services, Hot and Cold Dip, Plating
Services
962-45 Industrial Electroplating Services
962-55 Metal Coating Services: Thermal, Spray and H.V.O.F.
(High Velocity Oxy-Fuel)
962-82 Silver Recovery Services
39. MICROFICHE AND MICROFILMING SERVICES AND EQUIPMENT
575-51 Microfiche and Microfilm Equipment, Accessories and Supplies
40. MISCELLANEOUS SERVICES
962-31 Electrostatic Painting Services
962-36 Fireworks Display and Carnival Services
962-46 Installation Services (Not otherwise classified)
962-50 Leak Detection Services: Gas, Water, Chemical
962-59 Parking Services: Operation, Admission, Supervision
962-60 Party and Holiday Decorating Services
958-82 Records Management and Disposal
962-71 Religious Services
962-73 Restoration/Reclamation Services of Land and other
Properties
968-46 Incinerator Services
578-35 Election Equipment and Supplies
41. MISCELLANEOUS PROFESSIONAL SERVICES
961-02 Administrative Services (All Kinds)
961-04 Artistic Services
961-12 Codification Services of Government Codes
915-22 Communication and Media Related Services
961-15 Concession Services, Vending Services-Mobile and Stationary
958-26 Construction Management Services
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958-25 Conservation and Resource Management Services
961-21 Cost Estimating Services
961-24 Court Reporting Services
961-27 Decontamination Services
961-29 Economic Impact Study Services
961-30 Employment Agency and Search Firm Services (Except
for Temporary Personnel)
961-32 Environmental Impact Study Services
958-41 Fleet Management Services
961-39 Floral Designing and Arranging Services
958-50 Fuel Management
961-43 Hydrological Services
961-45 Inspections and Certification Services
961-48 Laboratory and Field Testing Services (Not otherwise classified)
961-50 Legal Services
961-51 Lobby Services
961-53 Marketing Services
961-55 Mining Services (Including Consulting and Geological
Services)
961-57 Musical Production Services
961-60 Public Opinion Survey Services
958-83 Real Estate Services
961-66 Sign Painting Services
961-68 Sports Professional Services (Including Sports and Recreational Programs)
962-93 Testing and Monitoring Services (Air, Gas, Water)
958-87 Tank Management Services, Storage (Including
Underground)
961-72 Transcription Services, Legal and Medical
958-91 Transit Management and Operations Services
961-75 Translation Services
961-78 Travel Agency, Chartering and Tour Guide Services
958-92 Travel Program Management Services
961-86 Veterinary Services
961-88 Weather Forecasting Services
961-90 Writing Services, All Kinds
961-94 Zoning, Land Use Study Services
999-99 Pre-Qualified Architects and Engineers
42. MONEY MACHINES, FARE COLLECTION EQUIPMENT
936-30 Fare Collection Equipment and Supplies, Money
Machines
43. MOTORS, PUMPS, COMPRESSORS
936-08 Air compressors and Accessories
720-59 Pumping Equipment and Accessories
929-61 Motor Rewinding and Repairing, Electric
545-49 Motors and Engines, Industrial, All Types (Not Automotive, Lawn or Marine)
285-68 Motors and Parts (Fractional and Integral), Controllers,
Relays, Switches, Starters, Coils, Brushes, etc.
44. MOVING, STORAGE, TRANSPORTATION, DISPOSAL, REMOVAL AND DELIVERY SERVICE, EQUIPMENT AND SUPPLIES
560-95 Material Handling and Storage Equipment and Accessories
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962-24 Courier/Delivery Service
962-25 Removal and Disposal of Dead Animals
962-56 Moving Services
962-57 Moving Services, House, Portable Buildings, Trailers,
295-50 Moving Walks and Parts
962-86 Transportation of Goods (Freight)
962-95 Warehousing and Storage Services (Not Storage Space
Rental)
45. OFFICE/SCHOOL/LIBRARY SUPPLIES
015-39 Paper and Supplies for Office Machines
310-24 Envelopes, Plain or Printed
610-07 Carbon Paper
610-77 Office Supplies, General
615-60 Office Supplies, General.
620-20 Erasers, inks, Leads, Pens, Pencils, etc
715-95 Publications and Audio Visual Materials
785-76 School Equipment and Supplies
962-74 Re-inking Services for Ribbons
956-38 Library Services, Subscriptions
46. OFFICE EQUIPMENT, SUPPLIES AND ACCESSORIES
555-95 Marking and Stenciling Devices
600-73 Office Machines, Equipment and Accessories
605-68 Office Mechanical Aids, Small Machines and
Apparatuses
47. PARK AND PLAYGROUND EQUIPMENT, SPORTING GOODS, SUPPLIES, ACCESSORIES, ETC.
939-18 Clocks, Timers
931-65 Park, Playground, Recreational Area and Swimming
Pool Equipment
805-05 Sporting and Athletic Goods
962-08 Athletic Training Services
48. PERSONAL ITEMS AND BEAUTY CARE AND SUPPLIES
095-05 Barber and Beauty Shop Equipment and Supplies
195-08 Clocks, Timers, Watches and Jeweler’s and
Watchmaker’s Tools and Equipment
49. PEST CONTROL SERVICE, EQUIPMENT AND SUPPLIES
675-54 Poisons: Agricultural and Industrial
910-59 Pest Control Service and Termite Inspection
988-72 Pest Control Services (Other than Buildings)
50. PHOTOGRAPHIC EQUIPMENT, SUPPLIES AND SERVICE
655-15 Photographic Equipment and Supplies
51. PRINTING EQUIPMENT, MACHINE SUPPLIES AND ACCESSORIES
700-95 Printing Plant Equipment, Accessories, Machine Supplies and Maintenance
52. PRINTING SERVICES
125-73 Bookbinding Supplies
255-26 Decals and Stamps
605-30 Embossing
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665-30 Engraving
310-06 Envelopes
395-50 Continuous Forms: Snap-outs, Computer Forms
860-95 Tickets, coupon Books, Sales Books, Strip Books, etc.
908-20 Bookbinding, Re-binding and Repairing
962-14 Blueprinting Services
966-57 Printing Preparations, Etching, Photoengraving,
Preparation of Mats, Negatives and Plates
966-58 Printing, Publishing, Silk Screening, Typesetting
600-41 Reproduction (Copy Machines)
966-18 Copying Services
53. RECYCLED AND RECYCLABLE MATERIALS, PRODUCTS AND SERVICES
981-24 Containers, Recycling
310-60 Envelopes, Recycled Paper
395-51 Continuous Forms, Recycled, All Types
405-87 Recycled Petroleum Products
410-68 Recycled Health care and Hospital Furniture
415-57 Recycled Laboratory Furniture (All Types)
420-81 Recycled Furniture for Cafeteria, Chapel, Dormitory,
Household, Library, Lounge, School (All Types)
425-64 Recycled Office Furniture (All Types)
440-62 Recycled Glass Products
450-64 Recycled Hardware and Rubber Products
465-81 Recycled Hospital and Surgical Equipment
470-58 Recycled Mobility, Speech Impaired and Restraint Items
475-72 Recycled Hospital Accessories and Sundry Equipment
and Supplies
520-61 Recycled Leather Products
540-77 Recycled Lumber
578-64 Recycling Equipment, Machines and Supplies
610-33 Recycled Carbon Paper
610-34 Recycled Ribbons
615-73 Recycled Office Supplies
620-94 Recycled Pens and Pencils
640-66 Recycled Paper, Plastics and Styrofoam Products (Disposable Type)
395-51 Recycled Paper Stock
395-51 Recycled Paper Stock
590-83 Recycled Recreational and Park Equipment
655-79 Recycled Photographic Equipment and Supplies
745-68 Recycled Asphalt
755-37 Asphalt Recycling Equipment
906-74 Recycling System Services
750-72 Recycling Services (Including Collection)
54. RENTAL OR LEASE – ALL TYPES: EQUIPMENT, SPACE, LAND, LOT, ETC.
971-30 Rental or Lease – Real Property, Hotel/Motel
Accommodations, Exhibit Booth, etc.
975-16 Rental or Lease – Equipment, Tools, Appliances, Furniture, Vehicles, Instruments, Machinery, etc.
55. REPAIRS, MAINTENANCE AND RECONDITIONING
975-16 Automobiles Trucks, Trailers, Buses, etc.
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929-95 Agricultural, Industrial, Marine and Heavy Equipment
045-06 Appliances, Athletic, cafeteria, Furniture, Musical
Instruments
934-42 Laundry, Lawn, Painting, Plumbing and Spraying
Equipment
938-56 General Equipment
175-03 Hospital, Laboratory and Testing Equipment
939-66 Office and Photographic Equipment, Radios and TV
Sets
450-58 Railroad and Track Equipment
56. SALE OF SURPLUS AND OBSOLETE ITEMS
998-05 Sale of Surplus and Obsolete Items
57. SECURITY AND SAFETY EQUIPMENT, SUPPLIES AND SERVICE
340-70 Fire Protection Equipment and Supplies
345-04 First Aid and Safety Equipment and Supplies
550-20 Flares and Fuses
981-56 Police Equipment and Supplies
962-65 Protection Services (Not Including Buildings)
990-79 Security, Fire, Safety and Emergency Services
990-05 Alarm Services
990-10 Armored Car Services
990-22 Card Access Security Services
990-25 Crime Prevention Services
990-27 Crossing Guard Services
990-30 Disaster Relief Services
990-32 Driver’s License Services
990-37 Emergency Medical and Ambulance Services
(Excluding Fire Services)
990-41 Fingerprinting Services
990-42 Fire and Safety Services
990-46 Guard and Security Services
990-52 Investigative Services
990-67 Patrol Services
990-70 Polygraph Testing Services
990-77 Safety Training and Awareness Services (Highway Safety, Boating, Seat Belt, etc.)
990-80 Surveillance Services
58. SIGNS, SIGNAGE AND TRAFFIC CONTROL DEVICES
550-83 Markers, Plaques, Signs and Traffic Control Devices
550-20 Flares and Fuses
968-80 Traffic Sign Installation
968-81 Traffic Sign Maintenance and Repair
968-82 Traffic Signal Installation
968-83 Traffic Signal Maintenance and Repair
59. SOCIAL AND COMMUNITY SERVICES
961-30 Temporary Personnel and Workers (All Types)
60. WATERWORKS AND SEWAGE UTILITIES
936-91 Water Supply and Sewage Treatment Equipment
962-91 Utility Locator Service (Underground)
962-92 Video Scanning Services of Sewers, /Waterwells, etc.
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913-13 General Construction & Maintenance (Airport, Roadways,
Utilities, Antenna Tower, Dredging Bridges, Demolition, Excavating, Wrecking and Removal, Sewer /Water/
Wastewater, Public Works Constructions, etc.)
934-62 Pipeline Construction and Repair
913-45 Sewer and Storm Drain Construction
913-81 Sewer Maintenance and Repair
913-82 Storm Drain Cleaning, Repair and Sludge Removal
Services
968-93 Well Pointing Services (De-watering)
968-94 Waterproofing Systems and Repair Work
913-59 Wastewater Treatment Plant, Operations, Testing, Maintenance
913-60 Water System, Mains and Service Line Construction and
Repair Service
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Miami-Dade County
VENDOR CHECKLIST OF DOCUMENTS
TO BE SUBMITTED
Internal Services Department,
Procurement Management Services Division
Vendor Services Section 111 NW 1st Street, Suite 1300, Miami, Florida 33128-1974
Telephone: 305-375-5773 www.miamidade.gov/procurement
FEDERAL EMPLOYER
IDENTIFICATION NUMBER (FEIN)
In order to establish a file for your firm, you must enter your firm’s FEIN. This number becomes your “County Vendor Number”. Please
enter your Federal Employee Identification Number (FEIN) or if none
then enter the owner’s Social Security Number (SSN).
FEIN
NORTH AMERICAN INDUSTRY
CLASSIFICATION SYSTEM (NAICS)
The North American Industry Classification System (NAICS) is the
standard used by the federal statistical agencies in classifying business
establishments for the purpose of collecting, analyzing and publishing
statistical data related to the U.S. business economy.
NAICS Code
SECTION 4: CHECKLIST OF DOCUMENTS TO BE SUBMITTED
Submit copy of current Local Business Tax Receipt (formerly the Miami-Dade County Occupational License) for businesses physically located in Miami-Dade County. Contact the Miami-Dade Tax Collector’s Office at www.miamidade.gov/taxcollector or contact:
Miami-Dade County Tax Collector’s Office, Local Business Tax Section 140 West Flagler Street, Room 101, Miami, Florida, 33130 Telephone: (305) 270-4949 Fax: (305) 372-6368
Submit copy of Certificate if your company is under one of the following:
Corporation
Trademarks
Limited Partnerships
Limited Liability Company
Limited Liability & General Partnerships
Fictitious Business Name(s), if required
Note: Miami-Dade County will confirm the validity of Certificates with the applicable state authority. For companies located in Florida and registered with the Florida Department of State, Division of Corporations, the company’s Federal Employer Identification Number (FEIN) must be posted on the Florida Division of Corporation’s website. To confirm that your FEIN is posted, visit the State website at www.sunbiz.org Under “Document Search”, press “Inquire by Name” or “Inquire by Federal Employer Identification Number (FEIN)” to produce the corresponding report.
If your company’s Federal Employer Identification Number (FEIN) is not posted, contact the Florida Department of State, Division of Corporations and request that your company FEIN be added to your file posted on the web. Requests must be provided on your company’s letterhead and reference the document number assigned when your company was registered. Submit your request via
email at [email protected] , or contact the agency at 1-850-245-6052 for additional information.
Submit the original of one of the following documents that apply to your entity or business.
W-9 Request for Taxpayer ID Number and Certification (document and instructions attached) or one of the following:
W-8ECI Form Certificate of Foreign Person’s Claim for Exemption from Withholding on Income Effectively Connected With the
Conduct of a Trade or Business in the United States. Obtain a form and instructions from www.irs.gov
W-8BEN Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding. Obtain a form and instructions from www.irs.gov
W-8EXP Certificate of Foreign Government or Other Foreign Organization for United States Tax Withholding. Obtain a form and
instructions from www.irs.gov
W-8IMY Certificate of foreign Intermediary, Foreign, Flow-Through Entity, or Certain U.S. Branches for United States Tax
Withholding. Obtain a form and instructions from www.irs.gov
Submit copy of IRS letter 147C, verifying your business name and FEIN or any other preprinted IRS form issued by the IRS identifying your business name and FEIN.
Submit copy of Social Security Card – If registering under your name, Fictitious Business Name(s) and FEIN is not available.
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Miami-Dade County
INTERNAL SERVICES DEPARTMENT, PROCUREMENT MANAGEMENT SERVICES DIVISION
NOTICE OF REQUIREMENTS CONCERNING THE USE OF SOCIAL SECURITY NUMBERS
Effective October 1, 2007, the Florida Legislature adopted new requirements under Section 119.071(5) of the Florida Statutes, relating to the collection and dissemination of Social Security Numbers by all “Agencies” in Florida. Under the new requirements, an agency may not collect an individual’s Social Security Number unless the agency has stated in writing the purpose for its collection. Please be aware that the Miami-Dade County Internal Services Department, Procurement Management Services Division (County) collects Social Security Numbers from individuals, in lieu of a Federal Employer Identification Number (FEIN), if a FEIN has not been issued by the Internal Revenue Service for the individual/firm registering as a vendor with the County. In order to establish a file for your firm, you must provide your firm’s Federal Employer Identification Number (FEIN). If no FEIN exists, the Social Security Number of the owner or individual must be provided. This number becomes your “County Vendor Number”. To comply with Section 119.071(5) of the Florida Statutes relating to the collection of an individual’s Social Security Number, be aware that DPM requests the Social Security Number for the following purposes:
Identification of individual account records
To make payments to individual/vendor for goods and services provided to Miami-Dade County
Tax reporting purposes
To provide a unique identifier in the vendor database that may be used for searching and sorting departmental records If you have any questions concerning the use of your Social Security Number, you may contact the Internal Services Department, Procurement Management Services Division, Vendor Services Section at (305) 375-5773.