The City of Palm Coast Purchasing division is located in the City Hall, 160 Lake Avenue, Palm Coast, FL 32164 and is under the direction of Beau Falgout, Administrative Services & Economic Development Director (firstname.lastname@example.org).
Members of the Purchasing division can be contacted by telephone at 386-986-3730 or by fax at 386-986-3724.
The Purchasing division is responsible for overseeing a decentralized purchasing system that reviews and processes purchase orders of $750 or greater by obtaining quotes to ensure competitive bidding in accordance with the City's purchasing policy.
In addition, the Purchasing division coordinates and develops formal Invitations to Bid, Requests for Qualifications, Requests for Proposals, Requests for Information, and Letters of Interest to ensure overall compliance with the City's purchasing ordinance.
Notice of Special Meetings
The City of Palm Coast Review Committee meetings will be held in the City Council Conference Room at the City Hall, 160 Lake Avenue, Palm Coast, FL 32164 for the purpose of ranking and/or short-listing responses to Requests for Proposals, Requests for Qualifications, and Letters of Interest. The meeting date and time will be noted under the solicitation on the City's website.
Becoming a Vendor
Local Bid Preference Policy
In 2007 the City implemented a Local Bid Preference policy (Ordinances 2007-17) designed to aid local vendors.
The ordinances allow recipients of the policy to be awarded a solicitation if their cost to the City is within 3% (up to $900) of the actual lowest cost to the City on solicitations from $3,000 up to $30,000; and within 5% (up to $10,000) of the actual lowest cost to the City on solicitations over $30,000.
Preference is given first to a vendor/contractor with a business address located within the City of Palm Coast. If no vendors/contractors with a local business address respond to a solicitation, preference is then given to vendors/contractors with a business address located within Flagler County.
Competitive Sealed Bid/Proposal/Qualification Process
- Bid documents are sent to the Purchasing Office by the user department
- Project is advertised and posted on the City's website
- A pre-bid conference is held (when necessary)
- Vendors'/Contractors' submittals are due at the Purchasing Office in accordance with the bid documents
- Bids are publicly opened and read by the Purchasing staff
- User department reviews the submittals
- A recommendation is submitted by the user department to the Purchasing Office
- The Purchasing Manager, in conjunction with the user department, recommends award of the chosen submittal to the City Council for their approval
- Contract agreement is sent to the vendor/contractor for signature
- The vendor/contractor signs the contract and provides the appropriate bonding and insurance information
- Once signed by the vendor/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 department
- Finally, a Notice to Proceed (NTP) is issued to the vendor/contractor to begin the work
Do's and Don'ts for Doing Business with the City of Palm Coast
- Submit all necessary documents requested in the Required Submittals packet (particularly signed and dated addenda)
- Carefully review and sign all required forms (unsigned forms may render the submittal non-responsive)
- Submit all responses on time (allow enough time for the submittal to arrive at the designated City location)
- When bidding alternates, bid only those alternates equal to the item specified
- All submittals get scanned and become public record – please feel free to review your competitors' submittals
- Fill all orders received on a timely basis and as specified
- If you are experiencing problems providing goods/services, advise the user department immediately of said problems 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 contact any member of the City Council, City Manager, or City staff members, other than the noted contact person(s), prior to the City Council having voted on the solicitation response
- Don't provide goods/services without a bona fide Purchase Order from the City
- Don't respond to solicitations for which your company cannot provide the required goods/services
- Don't respond to solicitations for which your company cannot obtain the required insurance or bond(s)
- Don't qualify a solicitation in a manner contrary to the terms and conditions of the solicitation (i.e. if an ITB 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 submittal has been opened by the City
- Don't submit your response late or ask to have a late submittal accepted
- Don't omit required information
- Don't use correction fluid (if need be, cross out and initial, in ink, any changes on the required forms)
- Don't price items using units of measure contrary to the units of measures stipulated in the solicitation (i.e. if an ITB requires that you bid discount percentages, don't bid unit prices)
The City of Palm Coast invites you to bid on its projects and looks forward to doing business with your company.