Vendor FAQ

City of Tallahassee Code of Ordinances defines a “vendor” as any person or entity who has a pending bid proposal, an offer or request to sell goods or services, sell or lease real or personal property, or who currently sells goods or services, or sells or leases real or personal property, to the city. For the purposes of this definition, a vendor representative includes an owner, director, or manager.

Please visit the Vendor Opportunities page and create an account for free on BidSync. The City uses BidSync to advertise, post, and receive solicitations to enhance competition and streamline back-office functions.

Once registered on BidSync, vendors can receive electronic notifications of new solicitations and upload bids electronically on the BidSync platform.

Please log into the City of Tallahassee Supplier Portal to update any banking or contact information.

Yes. Please see the City of Tallahassee Tax Exemption Certificate.

Beginning with the release of a competitive solicitation to the public, a cone of silence exists and remains in effect until the City Commission, or staff authorized to act on behalf of the City Commission, awards or approves a contract, or rejects all bids or responses to end the solicitation process.

During the Cone of Silence any form of communication, except for communication directed to the Purchasing Agent or the Procurement Manager, is prohibited between:

• a vendor or their representative seeking an award from a competitive solicitation, and
• any City Commissioner, their staff, or any City employee who is participating on an evaluation committee.

This policy does not apply to oral communications at public meetings, including pre-bid conferences, oral presentations before evaluation committees, contract negotiations during any public meetings, presentations made to the board, or protest hearings.

Prohibited communications made by any person, vendor or their representative during the cone of silence shall result in disqualification of that vendor or respondent from the solicitation process, rejection of their solicitation, or termination of any resulting contract as determined by the Procurement Manager. In addition, prohibited communications shall be grounds for suspension or debarment of a vendor, person or their representative under this code for a year.

For more information see the City of Tallahassee Code of Ordinances, Section 2-357

Yes. A “local business” is defined as person, firm, corporation, or other business entity which is licensed and authorized to engage in the particular business at issue, and which has maintained a permanent place of business with full-time employees within Leon, Wakulla, Gadsden, or Jefferson County, Florida, for a minimum of six months prior to the date bids were received for the purchase or contract at issue.

For more information see the City of Tallahassee Code of Ordinances, Section 2-106

Yes. To register as a supplier, please visit the City of Tallahassee Supplier Portal to create an account.

Please log into the City of Tallahassee Supplier Portal to update any banking or contact information.

Yes. Please see the City of Tallahassee Tax Exemption Certificate.

In accordance with the City of Tallahassee prompt payment policy:

1. non-construction invoices are to be paid within 45 days of receiving a proper invoice;
2. construction invoices are to be paid within 25 business days of receiving a proper invoice.

• If a City purchasing card was used for payment, the invoice shall be submitted directly to the cardholder.
• If you are experiencing difficulty reaching the cardholder, please contact Disbursements at 850-891-8280 and ask to speak with a Purchasing Card Administrator.

• City Disbursements staff is available to assist supplies with resolving any payment concerns. Please contact our office at 850-891-8280 and request to speak with an accounts payable professional. To expedite your request, please have the following information (if applicable) available:
  • Purchase Order Number
  • Invoice Number and Date
  • Invoice Amount