What do the acronyms IFB, RFP or RFQ mean and how are they different from each other?
- Invitation to Bid (IFB): An IFB is a procurement method used to solicit competitive sealed bid responses, sometimes called a formal bid, and price is typically the basis for award although the bidder is required to be responsive and responsible.
- Request for Proposal (RFP): An RFP is a procurement method used to solicit proposals from potential providers (proposers) for goods and services for the best value. Price is usually not a primary evaluation factor. Proposals are scored and may include experience, approach to the project, similar projects the vendor has provided, etc. May include short-listing the respondents for presentations, provides for the negotiation of all terms, including price, prior to contract award and Best and Final offers.
- Request for Qualifications (RFQ): An RFQ is a procurement method used to solicit for qualifications only and is typically used for Architectural, Engineering Services as well as Developers. The respondent will typically come in with a team of professionals to cover all the needs of the request for Qualification documents. Respondents are in most cases shortlisted, which may include presentations. Once a respondent is selected the cost of the contract along with terms/conditions are negotiated. If terms cannot be met with the top ranked respondent, you go to the next highest ranked and so forth.
How do I find PBCHA IFB’s, RFP’s RFQ’s?
- Continually check PBCHA website Current Bids and Solicitations.
How do I know if there have been changes to a specification after I've already downloaded it?
- Vendors need to continually check for addendums which are posted to the website under Current Bids and Solicitations.
Is insurance required to do business with PBCHA? When would I need to submit a bid bond?
- Vendors that provide services for PBCHA are required to carry Insurance. Bonds are required for projects of $ 25,000 or more.
Under what circumstances might PBCHA disqualify a vendor?
- Vendors must submit all documents as required by an IFB/RFP/RFQ to be a responsive bidder. PBCHA shall take reasonable steps to determine whether any vendor, contractor or consultant is or has been excluded or disqualified from participating in such transaction. Prior to awarding any bid, the vendor is vetted to ensure that they are a responsible responsive bidder.
Who do I contact if I have questions related to procurement?
- Contact Procurement by emailing procurement@pbchafl.org.
What is a Best and Final Offer and when is it used?
- A Best and Final Offer (BAFO) A process requested from one proposer or short-listed proposers for their best price(s) for a specific solicitation prior to determining of contract award. Sometimes referred to as BAFO and utilized during the Request for Proposals method of procurement.
What is Davis Bacon and how do I know if it applies to me?
- Davis-Bacon Act (DBA) applies when there are Construction and/or Maintenance Contracts in the amount of $2,000 or more. This includes the construction, alteration, and/or repair (including painting or decorating) of public buildings or public works. For additional information regarding the Davis Bacon Act please visit the following websites.
- Informational Website: https://www.dol.gov/agencies/whd/government-contracts/construction
- Wage Determination Website: https://sam.gov/search?index=wd
How do I become a vendor?
Vendor Registration
New Vendor Registration: New Vendors who have not done business with PBCHA and wish to compete for contracts please register your company by filling out a Vendor Application and submitting required documents to procurement@pbchafl.org.
How does PBCHA process payments to vendors?
All invoices are to be submitted electronically to accounts payable via email to accounting@pbchafl.org. Payments are processed net 30 paid through ACH. This means that the payment to the vendor is deposited directly into the vendor’s bank account. We plan on migrating the invoice processing through the vendor portal in the near future.
What causes delay of payment?
Not having a Purchase Order and/or contract issued by PBCHA, in addition to detailed invoicing or accurately describing goods and/or services provided.
Do I have to comply with Section 3 and what is a Section 3 Business?
PBCHA seeks to comply with the HUD requirement to maximize Section 3 participation on all contracts including professional service contracts.
It is a means by which HUD fosters local economic development, neighborhood economic improvement, and individual self-sufficiency. Section 3 is the legal basis for providing jobs for residents and awarding contracts to businesses in areas receiving certain types of HUD financial assistance.
For more information, please visit the following website:
What is Minority /Women Owned Business Utilization?
This program provides an opportunity for Minority/Women Owned/Veteran Owned Businesses to compete and potentially be awarded contracts to provide materials, services, and equipment for the Housing Authority. Minority/Women Owned/Veteran Owned Businesses are encouraged to certify with the State of FL Office of Supplier Diversity. PBCHA is encouraging all minority businesses and Women owned businesses to seek this certificate through the State of Florida and submit their proposals and/or responses.
For additional information please visit the following website: