Procurement Information

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Contact Information

City of Alpharetta

Finance Budget & Procurement Team

2 Park Plaza

Alpharetta, GA  30009

Hours:  8:30 AM to 5:00 PM Mon – Thu

             8:30 AM to 4:30 PM Friday

purchasing@alpharetta.ga.us

678-297-6052


Team Members

Shawn Mitchell, MBA, CMA, CFM

Budget & Procurement Manager         email

Abigail Shipp, CPPB

Sr. Budget & Procurement Analyst      email

Debora Westbrook, CPPB

Sr. Budget & Procurement Analyst       email

Elizabeth Rucker

Sr. Budget & Procurement Analyst        email



Frequently Asked Questions


  1. How can I become a vendor?
    1. Vendor registration is an online process using the City’s Vendor Self Service site at https://mss.alpharetta.ga.us/MSS/Vendors/default.aspx .However, to do business with the City, one must have a contract with the City or offer goods and / or services that are requested by a City department.
  2.  
  3. How can I find out the status of a closed procurement?
    1. The status of any formal procurement can be found at the project’s page within our Bonfire Bid Posting Site https://cityofalpharetta.bonfirehub.com/ . To check status only, login is not required.
  4.  
  5. How can I access procurement documents?
    1. All formal procurement are posted online at https://cityofalpharetta.bonfirehub.com/ . Registration and login is required to access procurement documents, project details, and to submit a bid or proposal to the City.

  1. Should I register as a Vendor?
    1. Any vendor may register with the City of Alpharetta.Any vendor doing business must register with our City for financial services such as issuing purchase orders and payment of vendor’s invoices.Vendor registration is an online process using the City’s Vendor Self Service site at https://mss.alpharetta.ga.us/MSS/Vendors/default.aspx

  1. How can I meet with someone to offer my product or services to the City?
    1. The City welcomes meetings with vendors, however, please contact us first to schedule an appointment. Depending on the good or service offered, meetings may be with a member of the Procurement Team or may be scheduled with particular departments.

  1. How do I find out if the check has been mailed to pay my invoice submitted to the City?
    1. First contact should be with the City personnel who is overseeing the project or the person that may have placed an order for goods. This will allow the City personnel to determine if the invoice was in proper order and where the invoice may be in the payment process.

  1. What’s the difference between a Bidder and a Vendor? Which registration do I use?
  2.  
    1. Bidder registration is for anyone that wishes to be notified of the City’s Formal Procurement that publicly posted. Registration is also required to review Formal Procurement documents and details.Registration is also required to submit a bid or proposal in response to a Formal Procurement. Bidder registration is accomplished through our Bonfire site at https://cityofalpharetta.bonfirehub.com/.
    2.  
    3. Vendor registration is necessary for anyone doing business with our City.A vendor is a supplier or seller of goods and / or services.In order for the City to process a purchase order to a vendor or to process a vendor’s invoice for payment, the vendor must first register using the City’s Vendor Self Service site at https://mss.alpharetta.ga.us/MSS/Vendors/default.aspx .

Doing Business with the City of Alpharetta



Small Purchases:

Vendors may contact and sell directly to a City Department.  Quotes for small purchases that are not covered by any existing City contract for goods or services are requested by and supplied to individual departments.  These quotes may be written, emailed, faxed, etc. to the requesting department.  Small purchases are split into two levels.  These levels are as follows:

  1. Goods or services that are $2,499.99 or less may be purchased by direct payment using a city purchasing card, check, or through a purchase order.Quotes are not usually required but may be requested.An itemized receipt or invoice is required.
  2. Goods or services that are $2,500.00 to $5,000.00 do require at least one quote and require a purchase order to be issued.Payment is made by check using the supplier’s invoice.

Informal Procurement:

Similar to Small Purchases in that vendors may contact and sell directly to a City Department.  Again, the user department is responsible for determining the need for goods and services at this level and is responsible for requesting and obtaining all quotes.  For all Informal Procurement, three quotes are required and a purchase order will be issued to the selected vendor.  Informal Procurement refers to purchases that are $5,000.01 to $50,000.00.



Formal Procurement:

For purchases, services, construction projects, or City contracts valued at $50,000.01 or greater the City must publicly advertise.  These are issued publicly as an Invitation to Bid (ITB), Request for Proposals (RFP), of a Request for Qualifications (RFQ) and are posted at the City’s bid posting site as well and the Georgia Procurement Registry. [add hyperlinks]  More details can be found in the City’s Procurement Policy.

Alpharetta Vendor Preference:

It is the policy of the City to invest in the local community when appropriate by purchasing goods and/or services from local, City of Alpharetta businesses at competitive pricing and terms.  This preference only applies to certain Formal Procurement from $50,000.01 to $500,000.00 or public works projects from $50,000.01 to $99,999.99.  More details and a complete list of exemptions can be found in the City’s Procurement Policy.