Vendor Information

Doing business with LYNX is easy. We are dedicated to working with our vendors closely to build strong and productive business partnerships together. If you are interested in doing business with LYNX we are interested in knowing more about you. To apply online to become a LYNX vendor, click here.

Standard Terms & Conditions

Once you become a vendor you will be required to adhere to our standard terms and conditions as follows:

Solicitation Time

Generally, there's a 30-day period between the time solicitations are issued and bids/proposals are due back to LYNX.

Bid/Proposal Deadlines Must be Met

Exceptions include bids/proposals sent registered certified mail not later than five calendar days prior to deadlines that are delivered late by the U.S. Postal Service and when there is only one offer received and that offer is late.

Amendments

There are official changes to a solicitation. Vendors are required to acknowledge receipt of amendments. Failure to do so could result in rejection of the offer.

Pre-Bid/Proposal Conferences

Held in most cases. Provides an opportunity for vendors to ask contracting and technical staff questions about a solicitation. Also, this is an excellent networking opportunity for prime and subcontractors.

Prompt Payment Discounts

LYNX makes every effort to take advantage of prompt payment discounts offered by vendors; however, regulations prohibit consideration of them in evaluating bids/proposals.

Do Not Provide Extraneous Information

Do not include promotional or other extraneous materials along with bids/proposals unless LYNX asks for them. Extraneous items may serve to "change" the solicitation and cause offers to be rejected. Always call the LYNX Contracts Administrator in advance if you wish to include something "extra" in your bid/proposal.

Exceptions Not Allowed

Vendors who submit bids/proposals and take exception to the solicitation terms & conditions or otherwise condition their bid price run the risk of having their offers rejected.

Restricted Communications

Unless otherwise authorized in LYNX's solicitation packages, vendors should restrict their communications with LYNX to only those persons specified in the solicitation package, generally the assigned Contracts Administrator. Communications by vendors with unauthorized LYNX personnel -- i.e. technical representatives, board members, etc. -- could lead to rejection of your bid/proposal.

Public Bid Openings

Bids are publicly opened immediately following the submission deadline. Vendors are welcomed to attend. Proposals, however, are not opened publicly.

Pre-Award Surveys

Frequently pre-award surveys are required prior to contract award. They vary in complexity depending on the item being purchased, LYNX's prior experience with a vendor, etc.

Award Announcements

Notices to unsuccessful vendors are mailed routinely providing the name of the successful vendor. Additional information, such as the successful vendor's bid/proposal price may be obtained by written request to the Contracts Administrator.

Proprietary/Confidential Data

LYNX encourages vendors to mark any section of their offer which contains proprietary and/or confidential data. If the data qualifies under the Sunshine Amendment as "non-releasable," LYNX will not share it with persons outside of LYNX.

Debriefings

LYNX will meet with unsuccessful vendors for the purpose of discussing the vendor's offer and how it might be improved for future procurements only upon request. Note, debriefings do not include comparisons among vendors.

Sunshine Amendment

LYNX is legally subject to the Florida Sunshine Amendment. This means LYNX will share information with vendors or the public, provided that LYNX possesses such information, requests for information are received in writing, and it has not been determined to be proprietary and/or confidential. For RFPs, all proposal information is proprietary and confidential until contract award.

Protests

Any interested party aggrieved or adversely affected in connection with any matter related to a solicitation, the award of any contract, or any dispute under any resulting contract may file a protest with LYNX. LYNX has internal procedures, consistent with applicable Florida Statutes, governing such actions that may be provided upon request.

Construction Procurements

There are some unique issues associated with construction solicitations:

Because of the expense involved in reproducing engineering drawings, most construction solicitations require a pre-paid, non-refundable fee. This fee is advertised well in advance of solicitation issuance.
Estimates are provided so that bidders have a feel for the magnitude of projects.
Bid, payment and performance bonds are required on most LYNX construction projects.
Some construction projects include liquidated damages in the event contractors, through their own negligence, fail to meet construction schedules.

Common Vendor Errors

Forgetting to sign the bid/proposal, taking exceptions to the solicitation, not acknowledging receipt of amendments, including promotional/extraneous information that serves to alter the solicitation requirements, not returning all required forms, not sourcing DBEs early on in the process and late delivery of bids/proposals.

Contract Performance

Post-Award Orientation

Depending on the complexity of the work, LYNX may opt to hold a post-award meeting with the successful vendor for the purpose of reviewing the contract requirements.

Authorized Personnel

Contractors may not start or stop work, or accept directions to change work from any person at LYNX other than persons designated as "Contracting Officers." Upon award of the contract, Contractors receive written correspondence naming these individuals.

Assignment

Contractors are not permitted to assign in whole or part any part of their LYNX contract or any monies due them without the prior written consent of LYNX.

On-Time Delivery and Performance

As any buyer of goods and services, LYNX expects on-time delivery and performance on all contracts.

Invoicing and Payment Terms

Only properly prepared invoices are accepted for payment. Invoicing instructions are contained in each contract. Payment terms are generally net-30 days unless other arrangements are contractually made. Payment inquiries should be made to (407) 841-2279 ext. 3109 (vendors A-L) or ext. 3107 (vendors M-Z).