Doing Business with CAP
This information is provided to assist the Contractor/Supplier community in providing goods and services to CAP. CAP engages in a wide range of activities while operating and maintaining the components of the system and a great variety of equipment, supplies and services must be purchased to support these operations. This information is intended as a general guide and may not answer all of your questions about CAP’s procurement processes. If you have any additional questions not addressed in this guide, please contact us by e-mail or by phone.
Who Purchases for CAP?
- Engineering – Procurement of all general construction as defined and prescribed by Arizona Revised Statute Title 34.
- Purchasing – Procurement of materials and services, other than general construction. The remainder of this guide describes these procedures.
Purchasing is guided in its procurement procedures by CAP’s Administrative Policy – Purchasing and by Arizona Revised Statues.
The Policy and Statutes guide the Purchasing Department in obtaining a certain quantity and quality of products and services at the right price when they are needed. These also maximize competition and provide interested qualified vendors and contractors with the opportunity to offer their products or services to CAP.
Purchases more than $100,000
Purchases estimated to exceed $100,000 are generally procured by Invitations for Bids and Requests for Proposals. The competitive process generally takes three weeks from issuance to the opening of the sealed offers. After the opening, the evaluation and approval process takes an additional four to six weeks before an award is authorized.
Invitation for Bids are awarded to the bidder submitting the lowest priced, responsive and responsible offer meeting specifications. Requests for Proposals are awarded to the proposer determined to have submitted the most advantageous offer to CAP based on factors such as cost, compliance to specifications, references, experience of staff and capabilities of the firm.
All Invitation for Bids and Requests for Proposals are publicly advertised prior to their due date. CAP advertises a legal notice in a newspaper of general circulation in Maricopa County and, if deemed necessary Pinal County and/or Pima County newspapers.
All solicitations are managed on CAP’s website and prospective vendors and contractors are encouraged to register to receive automatic notification of business opportunities at CAP Vendor/Contractor Registration.
Purchases up to $100,000
Purchases estimated between $10,000 and $100,000 are generally procured by Requests for Quotations. They may be solicited by telephone, mail, e-mail or fax. Generally, the quotation process takes from three days to two weeks to complete. This includes the evaluation and award process. Award is made by purchase order to the vendor or contractor submitting the lowest responsive, responsible offer which meets specifications.
Procurement Cards are typically used by CAP staff for purchases less than $5,000.
Any purchase should be made using one of the described methods. Any other type of transaction may be unauthorized. Questions may be directed to Purchasing for a determination if the purchase is appropriate.
Conflict of Interest
No employee or Board member of CAP shall supply to CAP any equipment, material, supplies or services, unless pursuant to an award of a contract after a public competitive offer.
Code of Ethics
CAP is a member of the National Institute of Governmental Purchasing (NIGP) and subscribes to its Code of Ethics.