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The Purchasing Office is responsible for overseeing a decentralized purchasing system that reviews and process purchase orders over $750, by obtaining quotes, to ensure competitive bidding in accordance with the City's purchasing policy, coordinate and develop formal bids and requests for proposals and ensure overall compliance with the City's Purchasing Ordinance. All purchases of supplies, and contractual services of capital improvements where the estimated cost will exceed twenty-five thousand dollars ($25,000) or such higher sum as may be provided from time to time under applicable law will require advertisement for bids.

Becoming a Vendor

All vendors with the City must complete a vendor registration form (W-9) and submit that form to Purchasing and Contracts Management (PCMD) for approval. PCMD will review the vendor to determine their registration status with the state, and approve the vendor for entry into the City's financial system.

PDFONLINE	Vendor Regsitration
PDF	City of Palm Coast Tax Exempt Form

To become a vendor with the City of Palm Coast submit the online form, or download the Vendor Registration Form and fax back to (386) 986-3724 or email to Brian Rothwell. The Purchasing Office will send you notification of Invitation to Bid notices, or projects out-for-bid or proposals, based on the commodity codes selected. The City of Palm Coast voluntarily notifies potential bidders of current solicitations and is not responsible for notification failures. It is the responsibility of all bidders interested in doing business with the City of Palm Coast to check for solicitations and keep their information current.

Competitive Sealed Bid/Proposal Process

• Bid documents are sent to the Purchasing Office by the user department
• Project is advertised
• A pre-bid/proposal conference is held, when necessary.
• Vendors/contractor's bid submittals are due to the Purchasing Office in accordance with the bid documents.
• Bids are publicly opened and read by the Purchasing Staff
• User Department reviews the bid/proposal submittals.
• A recommendation is submitted by the user department to the Purchasing Office.
• The Purchasing Manager, in conjunction with the user Department, then recommends the award to council for approval of the bid/proposal.
• Contract agreement is sent to the contractor for signature.
• The vendor/contractor signs the contract and provides the appropriate bonding and insurance information.
• Once signed by the contractor, the contract is sent internally for the appropriate signatures.
• The contract is officially executed after it is sealed by the City Clerk.
• Copies of the contract are distributed to the user departments.
• Finally, a Notice to Proceed ("NTP") is issued to the contractor to begin the work.

Do's and Don'ts for Doing Business with the City of Palm Coast

• Review previous solicitations and written quotes to determine requirement and prices.
• Respond to all solicitations, even if it is a No-Bid. Failure to respond will eventually lead to removal from vendor's list.
• Submit all necessary documents requested in the solicitation (i.e. licenses, catalogs, price sheet, bid certification, bidder qualifications statement and insurance requirement forms, etc.)
• Submit samples as requested in the IFB.
• When bidding alternates, bid only those alternates equal to the item specified.
• Sign and carefully review all Bid/Proposal Forms. If in doubt about what documents require a signature contact the appropriate buyer. An unsigned bid is considered Bid or Proposal is considered nonresponsive and will not be considered for award.
• Submit all Bids or Proposals on time. Allow enough time for the Bid or Proposal to arrive at the designated City location.
• Visit the Purchasing Department after the Bids or Proposals have been opened and review your competitor's responses.
• Fill all orders received on a timely basis and as specified. If you are experiencing problems in filling orders, contact and advise the user department immediately of said problem so that a mutually agreeable solution can be worked out.
• Timely submit invoices that contain all of the information necessary for Accounts Payable to expeditiously process payment

• Don't respond to solicitations for which your company cannot provide the required goods or services or cannot obtain the required insurance or bond.
• Don't qualify a Bid in a manner contrary to the terms and conditions of the IFB. Example: If an IFB specifies a one year contract period, don't bid on a six month period.
• Don't supply misleading delivery information.
• Don't ask to change your prices after a Bid or Proposal has been opened by the City.
• Don't forget to sign the Bid or Proposal and any accompanying documents that require a signature.
• Don't submit your Bid or Proposal late or ask to have a late Bid or Proposal accepted.
• Don't omit information or documents required in the solicitation.
• Don't overlook the procedure for submitting samples.
• Do not use correction fluid, cross out and initial in ink any changes on Bids or Proposals.
• Don't price items using units of measure contrary to the units of measures stipulated in the IFB. Example: If an IFB requires that you bid discount percentages, don't bid unit prices.

City of Palm Coast invites you to bid on its projects and looks forward to doing business with your company. If there are any questions, please contact...

Purchasing Manager

Brian Rothwell

Phone : (386) 986-3730

Email Brian Rothwell