City Services
Finance: Purchasing
Welcome to the Purchasing Department
The Purchasing Department is responsible for the centralized procurement of goods and services required by the City as well as for the disposal of surplus or obsolete materials that the City no longer needs. The centralized procurement process involves the review of departmental requirements, the preparation of bid and quotation requests, evaluation and comparison of responses, and the award and purchase of the goods or services. The department considers all factors, not just the lowest bid, in order to maximize the value of the product or service purchased.
Small purchases costing up to $500 may be made by City Departments using Field Purchase Orders. Purchases must be based on reasonable price, stock availability, and delivery requirements.
Small purchases costing over $500 but less than $2,000: Individual departments shall obtain adequate and reasonable competition for the the supply or service being purchased. Adequate written records that document the competition obtained, whether verbal or written shall be submitted to the Purchasing Department.
Purchases costing between $2,000 and $5,000 must have no less than three (3) written quotes. All written quotes must be sent to the Purchasing Department for approval before a purchase order may be issued.
Purchases costing over $10,000 must be advertised and formally bid. In addition to formal bids or requests for proposals, the Purchasing Department may use other existing governmental contracts, such as State of Maine supply contracts or Federal GSA contracts.
A copy of the City of Bangor Procurement Policy is available upon request.
The Purchasing Department is also responsible for the accounts payable function of the City. The City makes payments every two (2) weeks on invoices received in Purchasing by noon on the Wednesday before. The City strives to take advantage of early payment discounts and to make payments in accordance with vendor sales terms.
Vendor Information - Introduction
The Purchasing Department is open for business Monday-Friday, 8:00 AM to 4:30 PM at Bangor City Hall, 73 Harlow Street, Bangor, Maine 04401.
Commodity purchases are made and confirmed by issuing a numbered purchase order authorized by the Purchasing Agent. Professional services are secured by contract and supported by issuance of a purchase order.
The City encourages new vendors to join its group of suppliers for goods and services. A vendor application form can be downloaded from the links box at the top of this page. If we can answer any questions, please contact the department. The attached Substitute W-9 must also be completed as part of the application process.
Request for Bids and Proposals
The City of Bangor requires formal sealed bids or proposals costing above $10,000. In these cases, bid packages are prepared and sent to prospective bidders on the commodities or for the services required.
Each bid package contains complete instructions for submission of the bid. Bidders are asked to complete each bid in its entirety. Please write the bid title on the face of the envelope containing the bid to insure that it is properly identified.
In some cases, Requests for Proposals (RFP's) are issued - generally in the area of services or specialty items. Bids or RFP's are publicly opened at the time and date specified. Openings are generally held in the Council Chambers at City Hall. Bids must be received on or before the scheduled opening time, which is usually at 2:00 PM, on Wednesdays.
After bids are opened, a bid tabulation is assembled and an analyzed by the Purchasing Department as well as the department requesting the commodities or services. After consultation with and concurrence from the department involved, an award recommendation is made to the Finance Committee of the City Council, which has final authority to award contracts up to $50,000. For purchases exceeding this amount, contract awards must be approved by the full City Council.
Construction awards over $50,000 require the successful bidder to furnish Performance/Payment Bonds. Certificates of Insurance are required for all construction and service related projects.
Pre-bid meetings are held on projects when deemed necessary by City staff. Invitations to bid will specify the date, time and location of such meetings.
Bidders List
A vendor may be placed on the City of Bangor’s vendor list by filling out a vendor application and commodity listing form that can be downloaded from the links box at the top of the page. Vendors will then receive requests for bids on the commodities or service they have indicated.
Vendors may be removed from the bid list for cause pursuant to the rules and regulations of the City Procurement Policy. A copy is available for review in the Purchasing office.
Appointments
Although every effort will be made to accommodate vendors who arrive unannounced, we request that appointments be made in advance.
Payments to Vendors
Upon receipt of a correctly initiated order and invoice, the department receiving the product will authorize payment. Progress payments for construction projects are authorized by the project manager. The average payment period is 15-20 days.
Taxes
The City of Bangor is exempt from paying sales or use tax by State of Maine Statue and has been issued a Permanent Exemption Certification by the State of Maine.
Permanent Exemption Certificate Number: E81590
Federal Identification Number: 016000020
Bid Tabulations And Awards
Bid tabulations and bid awards are available from the links box located at the top of this page.
Contact Us:
Telephone: 207-992-4282
Fax: 207-945-4446
Mail: City of Bangor
Purchasing Department
73 Harlow Street
Bangor, Me 04401
Visit: Third Floor, Bangor City Hall
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