City of Panama City Beach, FL
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Purchasing Department
The Purchasing Department assists City departments in procuring goods and services necessary to perform their daily operations at the most economical cost, ensuring compliance with procurement standards. The Purchasing Department acts as a liaison between the departments, vendors, and contractors. The City strives for open, fair and competitive procurement in accordance with City Charter and the City's Procurement Manual.
Our goal is to ensure Panama City Beach citizens receive maximum value on every expenditure and that all procurement transactions are conducted in a manner that preserves public trust. Towards that goal, we encourage qualified vendors to participate in doing business with the City. Here's a few tips to help you with the process:
Vendor Requirements
Vendors must complete a Vendor Package in order to be placed on the approved vendor list.
Certificates of Insurance
The City of Panama City Beach MUST be named as an additional insured on all Certificate(s) of Insurance (COI). The COI shall indicate the Certificate Holder as the City of Panama City Beach, 17007 Panama City Beach, FL 32413.
Business Certifications
Proof of business registry with the State of Florida, along with any applicable business licenses, certifications, and W9 shall be submitted with the Vendor Package.
Purchase orders are the preferred method to purchase supplies, equipment, services and construction. And electronic version of any purchase order issued shall be provided to the vendor.
General City Departments can make purchases up to $3,500 without taking quotes or having to obtain a purchase order. Utilities Departments can make purchases up to $7,500 without taking quotes but may still need a purchase order. Any purchase over $25,000 or more must be approved by the City Council. See threshold chart below.
Purchasing Thresholds Charts
TABLE 1 - UTILITY PURCHASING THRESHOLDS AND METHOD
|
Purchase Amount |
Process Required |
|
$0 - $3,500 |
No quotes required. |
|
$3,500.01 - $7,500 |
No quotes required. |
|
$7,500.01 - $24,999
|
3 Written Quotes or Sole Source or Emergency Justification |
|
$25,000.00 - $50,000
|
GOODS ONLY |
|
$50,000.01 - $100,000 |
GOODS ONLY |
|
$100,000.01 and above |
Competitive solicitation |
TABLE 2 - GENVERAL (NON-UTILITY) PURCHASING THRESHOLDS AND METHOD
|
Purchase Amount |
Process Required |
|
$0 - $3,500 |
No quotes required. |
|
$3,500.01 - $7,500
|
3 Written Quotes AND Purchase Order |
|
$7,500.01 - $24,999.99
|
3 Written Quotes on Vendor letterhead and Purchase Order |
|
$25,000.00 and above |
Competitive solicitation |
How to Receive Notifications and Bid
E-Notifications
If you would like to register for e-notifications on our website, and receive requests for bid opportunities, RFPs, press releases and more, please visit the Public Information & Communications page and follow the steps found at the top of the page.
DemandStar - Online Bid Portal
The City now has an online platform to receive notification for and acceptance of electronic bids. Please visit our site on DemandStar for all current solicitations available for electronic submittal. Please see our helpful documents below to assist in this process:
How to search for bids in DemandStar
How to respond to bids in DemandStar
Advertised Public Notices
The City is now a part of Bay County's publicly accessible website for posting notices that would normally be required to be in the newspaper. This website is now being utilized by the City for public notices and is available here.