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BID AND CONTRACTING REQUIREMENTS

Invitation to Bid (ITB)

An invitation to bid is an informal/formal procurement method used when specifications are clear and precise. Award is typically based on the best and lowest responsive bidder. Often used for requirements, vehicles, supplies, uniforms, and standard services.

Based on evaluations of vendor’s Expertise

Based on evaluations of Vendor’s Qualifications, Experience, and Competence

RFQ (Request for Quote): Electronic or Hardcopy
Construction RFQ: Hardcopy Only
RFP (Request for Proposals): Hardcopy Only
RFQ (Request for Qualifications): Hardcopy Only

Sealed Envelope

Supplier’s Name

RFQ/RFP/Qualifications Number

Construction: Specific Envelope

Due Date: Listed in RFQ/RFP/RFQualifications

Location: 125 N. Main Street (Bid box in Lobby) or common courier

Bid Sessions: Wednesdays 2:00 pm, City Hall

(open to the public and available to view on Teams)

Make sure that all attachments are uploaded to the system 
Ensure that your bid and price sheet is filled out completely 
If you are having issues submitting your bid, please contact Purchasing before the bid is due.

RFQs (Request for Quote)

  1. Lowest Cost that Meets Specifications
  2. Best Bid

Tie Breakers:

  • City of Memphis business
  • Shelby County business
  • TN business

  1. Awarded contracts are contracts won from an RFQ. The compensation is over $50,000.00 or the term is over a          year. 
  2. Sign contract in oracle 
  3. Provide business license
  4. Make sure you have read and understand the insurance requirements 
  5. Provide a certificate of insurance (COI) with the required insurance. The COI date at the top right corner must be    within 90 days of the current date and all policies listed on the COI must be current. The address for the certificate    holder should be listed as City of Memphis, Attn: Risk Management, 170 N. main street, 5th floor, Memphis, TN            38103.
  6. If your company has 5 or less employees and you do not have Workers Comp insurance, please send a signed          statement on your company’s letterhead.
  7. Please follow the insurance requirements for including the additional insured endorsement or language for            commercial general liability and auto liability. 

1. Awarded Purchase orders are won from a bid. The compensation is no more than $49,999.99 and the term is no more than a year.
2. Provide business license
3. Make sure you have read and understand the insurance requirements
4. Provide a certificate of insurance (COI) with the required insurance. The COI date at the top must be within 90 days of the current date and all policies listed on the COI must be current. The address for the certificate holder should be listed as the City of Memphis, Attn: Risk Management, 170 N. main street, 5th floor, Memphis, Tn 38103.
5. If your company has 5 or less employees and you do not have Workers Comp insurance, please send a signed statement on your company’s letterhead.
6. Please follow the insurance requirements for including the additional insured endorsement or language for commercial general liability and auto liability.

Once a construction contract has been awarded, the vendor is contacted by the division to get the additional documentation signed for the contract packet. That information includes:
1. The signed construction contract
2. The performance bond
3. The escrow agreement
4. The insurance documents