Request a Meeting with Procurement

The Procurement Department plays a vital role in ensuring that public funds are spent ethically, efficiently, and transparently in support of the City’s mission and community needs. Guided by the NIGP (National Institute of Governmental Purchasing) Principles—Accountability, Ethics, Impartiality, Professionalism, Service, and Transparency—we are committed to fostering an open and inclusive procurement process that delivers value and upholds the public trust. To support open communication and ensure fair access to the Procurement Office, members of the public and vendors may request a meeting with Procurement. To maintain integrity and consistency in all interactions, the following guidelines apply:

 

Meeting Request Guidelines

A. Written Request Required
All meeting requests must be submitted in writing and clearly state the purpose of the meeting.
B. Meeting Location
Meetings will be conducted on City property at a location designated by the Procurement Department.
C. Procurement Staff Attendance
A minimum of two Procurement Department employees will be present at each meeting.
D. Recording for Accuracy
Meetings may be audio recorded to ensure accurate documentation and accountability.

 

Policy Regarding Open Solicitations

Meeting requests related to active or open solicitations will NOT be approved. To ensure fairness in the competitive process:

A. All questions regarding open solicitations must be submitted online through the City’s designated procurement portal BidNet.

 

B. The Cone of Silence begins at the deadline for submission of proposals, bids, or responses to a competitive solicitation, and remains in effect until:

1. A contract is awarded or approved,
2. All responses are rejected, or
3. The solicitation is otherwise concluded.

Any attempt to circumvent this process may result in disqualification from the solicitation.

 

Submit a Request

To express interest or formally request a meeting, please complete the following form:
Meeting Request Form