How to do Business with Broomfield

Welcome to Broomfield! As a local municipal government interested in providing the best value for our taxpayers, we welcome all contractors, suppliers, and/or vendors who are interested in providing products and services to Broomfield. We work to maintain a friendly, open environment to create a mutually beneficial relationship for our suppliers and our citizens.

We value the professional contributions you offer that help make us successful and strive daily to make Broomfield's vision a reality. This information is designed to give you an inside look at Broomfield and how we can work together.

Registration

If you wish to do business with Broomfield, please sign up with BidNet at BidNet Direct. Participating vendors post their bids, quotes, proposals, addendums, and awards on this one centralized system. Vendor registration is free; vendors receive automatic email notifications of all open solicitations matching their business goods/services. Vendors must ensure they have the correct categories that match their business to receive the correct solicitations.

For help registering or questions about the BidNet system, please contact BidNet at 800-835-4603 to speak with the Vendor Support Team.

Ethics

Broomfield employees are prohibited from soliciting or accepting any gift, gratuity, favor, entertainment, loan or any item of monetary value from any person who has or is seeking to obtain business with the City and County, or from any person within or outside Broomfield employment whose interest may be affected by the employee's or elected official's performance or non-performance of official duties. Payments, gratuity, or offer of employment (kickback) made to any person by or on behalf of a contractor or subcontractor, as an inducement for the award of a contract, is unlawful.

Pricing

Broomfield employees are governed by ordinances and policies that dictate how we can procure products and services. We normally solicit quotes for purchases over $10,000 and request formal written solicitations for purchases over $50,000. Purchases over $50,000 require a public notice be posted on BidNet. Broomfield is exempt from all federal, state and local tax. Our Colorado tax exempt number is 98-02553. Our FEIN is 84-6014589.

Bidding Information

For in-house purchases below $50,000, vendors are selected from the registered BidNet vendor list for the commodity sought. You may be contacted for informal quotes. Each selected vendor is given an opportunity to participate, and we attempt to contact an appropriate number of registered vendors on each informal quote. Selected vendors will be required to submit a W9 and a current Certificate of Insurance.

For purchases above $50,001, formal solicitations are advertised and posted on BidNet.  Deadlines for solicitations to be returned will be indicated in our formal procurement documents. If you receive a formal bid or Request for Proposal (RFP) request, please read it carefully and make sure you meet the deadlines required. We are unable to accept late proposals, and will return them to you unopened.

Solicitations

We participate in cooperative purchases open to Broomfield whenever possible. If you have been awarded a bid by the State of Colorado, MAPO or any other cooperative alliances, be sure to notify us. 

Professional services, including architectural, engineering, legal, consulting and construction services may be negotiated on the basis of fair and reasonable fees, and demonstrated competency and qualifications for the type of service required.

Broomfield awards RFP contracts after carefully evaluating the submittals. All factors impacting a submittal, such as freight and artwork charges, must be included so that the total costs can be compared. Evaluation factors include, but are not limited to, vendor qualifications, quality of product, adherence to specifications, maintenance and service reputation, financial status, past experience, cost, and past performance. Evaluations can affect our subsequent buying decisions. We actively pursue the best products of a quality consistent with the intended use. We also seek the best possible price with superior service. Broomfield will only accept the first submittals provided by a vendor. We do not engage in the practice of price shopping. Thus, all vendors are encouraged to provide their best possible offer the first time.

Release of Information 

During an active Solicitation, to maintain the integrity and process, the City and County will not release any information until after an Award of an executed agreement has been made. After the issuance of an intent to award, the City and County may elect to post the name and the amount of the intended awardee’s bid or proposal.

All public communication regarding the award of a Solicitation will be provided through the BidNet system. Bid tabulations of submittals will be provided only as required by federal or state laws or regulations and will be made available only after the award.

During the active Solicitation, communication outside of the assigned Procurement Official is not permitted.

Award Posting

After the award of an executed agreement, the solicitation file including any submissions are available for public record, excluding any items identified by the City and County as trade secrets, proprietary, or other protected information. Requests for information must follow the process for disclosure under the Colorado Open Records Act ("CORA"), C.R.S. §§ 24-72-200.1 to -205.5, as identified on the City’s website.

Open Projects & Bids

All solicitations are done through Rocky Mountain Bidnet. The City and County of Broomfield solicitations can be viewed at Current Open Solicitations on BidNet. Questions for the Procurement Division can be emailed to solicitations@broomfield.org. 

Purchase Orders

Products or services in excess of $5,000 may not be shipped or performed without a written purchase order. The purchase order number must be referenced on all packing slips, invoices and other documentation. Orders should be shipped FOB (Freight on Board) destination unless otherwise specified on the purchase order. Freight should be prepaid and included on the invoice. We will not accept COD orders. All purchase orders are subject to these Terms and Conditions.

Billing and Payment

Our payment terms are Net 30 days. We are not able to issue payment against our purchase orders without an invoice. We process paperwork upon receipt of the product or service and proper invoicing. You can assist us in expediting your payment by making sure your invoice reflects our purchase order number, and all information is correct. 

Questions regarding invoices, payments and updated information may be directed to Accounts Payable at 303-438-6357.

Finance Department
One DesCombes Drive
Broomfield, CO 80020

For appointments, please email purchasing@broomfield.org 

Our business hours are 8 a.m. to 5 p.m., Monday through Friday, except holidays.