The Procurement function of the City of Palm Bay is vitally important to the prudent and honest expenditure of public funds. Procurement must be conducted fairly with opportunity given to all who desire to participate in the procurement. This can only be accomplished when all participants completely understand the rules, regulations and procedures that are utilized by the City. If you have any questions, please feel free to contact the Procurement Department at (321) 952-3424 for clarification and information.
City of Palm Bay Moves to New Bid Platform
Beginning June 15th, 2020, the City of Palm Bay Procurement Department will utilize VendorLink to manage bid solicitations, contract administration, and vendor relations to facilitate the purchase of goods and services to provide competitively priced, high quality services to the public.
VendorLink provides a free, user-friendly online portal where vendors can register to receive email bid notifications and access solicitation documents from the City of Palm Bay. The online registration allows vendors to provide basic information about their business and to select specific commodity codes for the goods and services they provide, ensuring that they receive relevant bid notifications. The VendorLink service is a low-cost solution for the City and provides free access to vendors and other interested parties, including members of the public, to view solicitation and contract documents.
“I’m very excited about VendorLink and the potential to increase competition and transparency, and to provide streamlined efficiency for our departments and vendors,” said Chief Procurement Officer Juliet Misconi.
All active City of Palm Bay vendors will receive an email regarding the change with instructions on how to register their business with VendorLink. To receive bid notifications via email and access solicitation documents, prospective vendors must complete the simple, no-cost registration with the VendorLink system at https://www.myvendorlink.com/common/register.aspx.
The VendorLink service will replace DemandStar and Public Purchase, the City’s current platforms for formal solicitations. Vendors currently registered with DemandStar and Public Purchase will need to register with the new platform.
The VendorLink service is currently utilized by the City of Cocoa, Brevard County Board of Commissioners and Brevard School Board. All vendors who have registered to receive notifications from those organizations will be automatically registered to receive solicitation notifications from the City of Palm Bay.
Procurement is grateful to our vendor partners in helping meet the operational objectives of Palm Bay in a contactless environment. We have not decreased the number of solicitations we’ve issued or contracts we have awarded back to the business community. As such, Procurement will continue with contactless operations with the following protocols:
- Contactless Bid Drop Off: Bids can be dropped in the “Bid Drop Box” located outside our office doors. Bids must be sealed and marked with the company name and solicitation number on the outside. If you need assistance or would like a receipt, please knock on our door and step back to the social distancing markers and someone from our office will be glad to assist you.
- Virtual Bid Openings & Evaluation Team Meetings: Bid openings occur on Wednesdays at 10 am. Evaluation Team meetings for Requests for Proposals are scheduled as needed. In accordance with the Governor’s direction, public meetings can still be held virtually. For every scheduled bid opening and Evaluation Team meeting, Procurement has a teleconference number and conference ID for interested parties to call in. These numbers are posted on the City’s website under the Calendar www.palmbayflorida.org/calendar.
- Contactless Vendor Service: The Procurement Department website has information on all bid opportunities, scheduled meetings, surplus property auction links, vendor registration links, and a guide to doing business with the City. For any additional questions on doing business with the City, contact our office from 8:30 am to 5:00 pm, Monday through Friday, by calling (321) 952-3424 or emailing firstname.lastname@example.org.
The City's procurement authority is centralized through the Procurement Department.
- The Procurement Department conducts competitive solicitations (quotes, bids, proposals, and request for qualifications) for purchases in excess of $25,000;
- Internal departments have responsibility for soliciting for purchases under $25,000;
- All contracts and purchase orders are issued through the Procurement Department and approved by the Chief Procurement Officer.
The City of Palm Bay utilizes online services for notification and distribution of its solicitation documents. The City’s solicitation information can be obtained:
Vendorlink – The City maintains a list of bidding and proposal opportunities and all associated solicitation documents for opportunities exceeding $25,000 on VendorLink for NO CHARGE to vendors. The City is transitioning to solely posting solicitations on this platform.
Archive: All documentation for solicitations issued prior to October 1, 2019 can be found on Demandstar by Onvia (www.demandstar.com)
Demandstar – The City also posts a list of bidding and proposal opportunities for opportunities exceeding $25,000 on Demandstar by Onvia (www.demandstar.com). This posting is for broadcast purposes only; documents must be obtained through VendorLink or by contacting our office.
Informal quotations under $25,000 are solicited and awarded by each City department.
For a list of current competitive solicitations issued by our office, please see:
This guide provides a basic outline of those rules, regulations and procedures answering some of the more common questions about doing business with the City of Palm Bay.
All vendors and contractors who enter into a business arrangement with the City will be required to obtain, at no charge, from the City’s Human Resources Department, a security identification badge prior to performance of their awarded contract. The Human Resources Department has more information on this process and a link to the form on their website. Contractor Security ID Badges
Procurement does not pay vendor invoices. The Accounts Payable Section of the Accounting Division is responsible for verifying and processing requests for payments in accordance with established guidelines and control procedures. More information on this process and contact information can be found on the Accounting website.
Sealed submittals received in response to a formal, competitive solicitation conducted by the Procurement Department will be opened in a public meeting at a set date and time as specified in the Solicitation package or amended via Addendum (if any). In most cases, openings are conducted at 10:00 am THE DAY AFTER the due date of the bids.
Click here for a list of Due Dates for active solicitations
Due date: Tuesday 5/5/2020
Opening date: Wednesday 5/6/2020 at 10:00 am
Date and times are subject to change via written Addendum. Interested parties are advised to call Procurement to confirm the opening date and time. Alternatively, the public record of the preliminary results read is available after the opening by calling (321) 952-3424 or emailing email@example.com. For more information, see the “Solicitation Openings" below.
- Date: 09/02/2020 10:00 AM
- Location: Palm Bay City Hall - Procurement Office
120 Malabar Road SE
Palm Bay, Florida 32907
Due to COVID-19 restrictions, interested parties may attend telephonically by calling:
Phone Number: 347-378-4680
Conference ID: 944 796 654#
Telephone attendance is strongly encouraged in lieu of in-person attendance. The public record of the preliminary bid results as read at the public opening can also be requested by calling (321) 952-3424 or emailing firstname.lastname@example.org.
Sealed submittals received in response to a formal, competitive solicitation conducted by the Procurement Department will be opened in a public meeting at a set date and time as specified in the Solicitation package or amended via Addendum (if any). In most cases, openings are conducted at 10:00 am THE DAY AFTER the due date of the bids. For a list of Due Dates for active solicitations, please visit Bid & Proposal Opportunities.
Due date: Tuesday 5/5/2020
Opening date: Wednesday 5/6/2020 at 10:00 am
Date and times are subject to change via written Addendum. Interested parties are advised to call Procurement to confirm the opening date and time. Alternatively, the public record of the preliminary results read is available after the opening by calling (321) 952-3424 or emailing email@example.com.
Only the Vendor’s name will be read aloud. In accordance with Florida Statute, sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from Public Record until Notice of Consideration is posted, or 30 days after opening, whichever is earlier.
In accordance with Florida Statute, exceptions are made for construction projects; for those projects, the Vendor’s name and lump sum base bid will be read aloud.
If an individual decides to appeal any decision made by the City with respect to any matter considered at this meeting, a record of the proceedings will be required, and the individual will need to ensure that a verbatim transcript of the proceedings is made, which record includes the testimony and evidence upon which the appeal is based (FS 286.0105). Such person must provide a method for recording the proceedings verbatim. In accordance with the Americans with Disabilities Act, persons needing special accommodations for this meeting shall, at least 48 hours prior to the meeting, contact the Procurement Office at (321) 952-3424 or Florida Relay Systems at 711.