Vendor Notices

June 5, 2020 – COVID-19 Contractor Notice
Updated screening procedures are now in place at all City facilities (PDF)

April 3, 2020 – Notice to All Vendors
Paperless Initiative: We are pleased to announce that the City of Tallahassee Procurement Services Division is going paperless this summer. Beginning May 1, 2020, the City will issue all purchase orders to vendors electronically via email. The transition will allow us to serve you more efficiently and make us more responsive to other City departments. It is also part of our larger goal of achieving greater organizational effectiveness, which is a priority area of the City’s Five-Year Strategic Plan. To ensure your business receives all future purchase orders issued in a timely manner, please provide a valid email address to vendors@talgov.com as soon as possible. Please use “Vendor Email Update” in the subject line.

Office Closure: Due to COVID-19 Pandemic, our organization is taking additional measures to slow the spread of the virus and protect the health of citizens and employees. Like the closure of state offices, the City of Tallahassee has likewise closed offices to the public. As a result, public meetings associated with competitive solicitations will convene via conference call. Please monitor BidSync for conference call numbers associated with respective solicitations.

Electronic Signature: As we are all learning to work remotely, the City is likewise adapting its processes to the changing environment. Expect to see contracts, extensions letters and the like routing for signature via Adobe Sign.

Office of Economic Vitality (OEV)/Minority, Women and Small Business Enterprise: The City of Tallahassee, along with the Office of Economic Vitality, are pleased to announce a revised Minority, Women and Small Business Enterprise Policy. This Policy affects how MWBE participation plans are evaluated. For a copy of the complete policy visit www.oevforbusiness.org. Information, including the MWSBE Policy At A Glance will be shared with vendors at future competitive solicitation, pre-bid meetings.

Thank you for your understanding during this transition. We look forward to serving you with greater efficiency and convenience in the coming months.

Frequently Asked Questions (FAQs)

What is the difference between a “vendor” and a “supplier?”

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.

How can I do business with the City of Tallahassee?

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.

How do I update my banking or contact information as an existing supplier?

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

Is the City of Tallahassee exempt from State of Florida sales tax?

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

What is the City of Tallahassee’s Cone of Silence policy?

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: City of Tallahassee Code of Ordinances, Section 2-357

Does the City of Tallahassee have a local preference policy?

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: City of Tallahassee Code of Ordinances, Section 2-106

Do I have to be a registered City of Tallahassee supplier in order to receive payments?

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

How do I update my banking or contact information?

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

Is the City of Tallahassee exempt from State of Florida sales tax?

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

How long will it take to receive payment after I submit my invoice?

In accordance with the City of Tallahassee prompt payment policy:

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

How do I submit an invoice for payments made with a City purchasing card?en Appointed Officials?

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.

Who should I contact if I am experiencing difficulty with invoices or payments?

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