City Services
Finance: Purchasing
Welcome to the Purchasing Department
The Purchasing Division is responsible for the centralized procurement of goods and services required by the City as well as for the disposal of surplus/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.
Orders under $500 may be issued by City Departments using Field Purchase Orders. Purchases must be based on reasonable price, stock availability, and delivery requirements.
Orders costing over $500 but less than $2,000 may be handled by City Departments after obtaining adequate and reasonable competition for the item(s) being purchased. Such competition requires a written record.
Purchasing handles orders over $2,000. Purchases 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 governmenl 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 Division is also responsible for the accounts payable function of the City. The City makes payments every week on invoices received in Purchasing by noon on Wednesday. The City strives to take advantage of early payment discounts and to make payments in accordance with vendor sales terms.
Vendor Information - Introduction
The City of Bangor Purchasing Division is responsible for the procurement of goods and services in excess of $500. The Purchasing Division is open for business Monday-Friday, 8:00 AM to 4:30 PM at Bangor City Hall, 73 Harlow Street, Bangor, Maine 04401, the telephone number is 207-992-4282, the FAX number is 207-945-4446.
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. Orders under $500 can be issued by City departments and are requested on Field Purchase Orders. No order over $500 can be placed by the departments.
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 call us. To obtain a vendor application, send or fax your request to the address or fax number noted below. The attached Substitute W-9 must also be completed as part of the application process.
Bids and RFP's
The City of Bangor requires formal sealed bidding above $10,000. In these cases, bid packages are prepared and mailed 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 Division. 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 $100,000. 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 one or more of the City of Bangor’s bidders lists 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 be placed on the City's automated bid list and will receive requests for bids on the commodities 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 10-15 days.
Taxes
The City of Bangor is exempt from paying sales or use tax by State of Maine Statue. No tax exemption certificate or number is available.
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: Purchasing
Bangor City Hall
73 Harlow Street
Bangor, Me 04401
Visit: Third Floor, Bangor City Hall
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