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 email@example.com.
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.
The Procurement Department's primary responsibility is for the acquisition of goods and services that are essential to citywide operations. Procurement is responsible for the annual purchase expenditures of approximately $48 million dollars’ in goods, services, annual contracts, construction projects and professional service agreements.
The City's procurement authority is centralized through the Procurement Department, with the responsibility of smaller dollar pricing research delegated to the individual department level. All contracts and purchase orders are issued through the Procurement Department and approved by the Chief Procurement Officer.
FREE of charge from Public Purchase. This is one of the on-line vendor registration programs that the City utilizes. Solicitation documents can be downloaded from the Public Purchase website at no charge; however, prospective vendors must complete a one-time initial on-line registration process to obtain this FREE automatic notification. Please contact Public Purchase at firstname.lastname@example.org; or call (801) 932-7000 for additional questions about registration.
The City also utilizes the on-line services of Demandstar by Onvia (www.demandstar.com) to post its solicitation documents to that website. Demandstar generally charges a fee to its member for their services. If you are interested in receiving FREE notification solely for the City of Palm Bay’s solicitation documents, please contact them directly at SupplierServices@onvia.com (800) 575-1736 with your request.
Both companies are responsible for the electronic distribution of the City’s solicitation documents and for the maintenance of their automated vendor list. These lists categorize each vendor by commodity codes for the specific supplies or services offered by the vendor. Businesses who have subscribed to either or both vendor lists are notified by email whenever a formal sealed solicitation or written request for quotation has been issued for the supplies or services offered by the vendor.
View the City’s current list of opportunities:
PUBLIC PURCHASE - OPEN BIDS
Click here to view opportunities - Public Purchase
DEMANDSTAR by ONVIA
Click here to view opportunities - Demand Star
Notice: Public Solicitation Openings
BID OPENING CHANGES:
The City is still operating and opening bids in accordance with Florida State Statute 255.0518 and allowing telephonic conferencing in accordance with State of Florida Executive Order 20-69. The Bids will still be opened and read aloud at the date and time as described below. Each bid opening will have a telephone conference number published on the calendar invite on the City’s website. In lieu of calling in, the public record of the preliminary bid results as read at the public opening can also be requested after the opening by calling 321-952-3424 or emailing email@example.com.
Submittals received in response to the City’s Invitation for Bids, Request for Quote, Request for Proposals, Request for Qualifications, or any other sealed Submittals 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. Example: Due date and time of Tuesday 5/7/2019; Opening date and time of Wednesday, 5/8/2019. Date and times are subject to change via written Addendum. Interested parties are advised to call Procurement to confirm the opening date and time at (321) 952-3424.
Only the Vendor’s name will be read aloud. In accordance with Florida State Statute section 119.07(1) and 24(a) Article I of the State constitution, sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from Public Record until such time as the agency provides a notice of an intended decision or until 30-days after opening the bids, proposals, or final replies, whichever is earlier.
Exceptions are made for construction projects; for those projects, the Vendor’s name and lump sum base bid will be read aloud. In accordance with Florida State Statute 255.0518:
- When opening sealed bids or the portion of any sealed bids that include the prices submitted that are received pursuant to a competitive solicitation for construction or repairs on a public building or public work, open the sealed bids at a public meeting conducted in compliance with s. 286.011.
- Announce at that meeting the name of each bidder and the price submitted in the bid.
- Make available upon request the name of each bidder and the price submitted in the bid.
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.
The procurement function of the City of Palm Bay is vitally important to those of us within the municipality and to all citizens who are concerned with the wise and honest expenditure of public funds. Procurement, by and for the City of Palm Bay, must be conducted fairly with opportunity given to all who desire to participate in the procurement process. If you have any questions, please feel free to contact the Procurement Department for more information at (321) 952-3424.