Vendor Guide

Doing Business With the City

It is the intent of the City of Melbourne to procure necessary equipment and services at the lowest possible cost, consistent with the quality needed to meet the requirements of the City. Every purchase should be made in the public's interest and provide all vendors a fair and equal opportunity to compete. The City accomplishes this through informal and formal quotes and formal bids and proposals.

Vendor Registration

The City of Melbourne requires anyone doing business with the City to register as a vendor. 

Please note: The City of Melbourne does not maintain a list of potential vendors. Completing a vendor registration form does not place your company on a list nor does it guarantee you will be added as a vendor. If your company has not been asked to register by a City department or been awarded business as a result of a competitive procurement, your registration documents will not be processed.

Vendor Registration Requirements

  1. A completed Vendor Registration Form.
  2. An IRS Form W-9 is required for all new registrations.
  3. Sunbiz Registration — The City of Melbourne requires all vendors doing business with the City to be registered with the State of Florida’s Division of Corporations. For more information call 850-245-6052. Businesses located outside of the State of Florida are also required to be registered as a Foreign Corporation or LLC (whichever applies). For more information about registering as a foreign entity call 850-245-6051.
  4. Proof of Insurance — Service Contractors are required to maintain specific types and levels of insurance coverage depending on the services being provided and to submit proof of that insurance coverage in the form of a current Certificate of Insurance or a copy of their policy(s) declarations page. The certificate is required for all vendors prior to providing services.
  5. Preferred Payment Method — The City of Melbourne offers 3 methods for receiving payments, ACH (Electronic Deposit to your bank account), ACI (payment to a VISA card), or a traditional paper check. Keep in mind that if you choose paper check and the check gets lost, it could take 30 days or more to re-issue a check. Please indicate your preferred payment method on the Vendor Registration form and include the appropriate form with your submission.

Registration forms may be submitted by:

  • E-mail: procurement@mlbfl.org
  • Mail: City of Melbourne, Procurement Division, 900 E. Strawbridge Ave., Melbourne, FL 32901 

Meet With Procurement Staff

If you would like to meet with someone from the Procurement Division, we ask that you call first and make an appointment so that your visit is productive for both you and the City. Our number is 321-608-7060.

The Procurement Division is located on the second floor of City Hall, 900 E. Strawbridge Avenue, Melbourne, FL 32901.

Hours: Monday – Friday, 8:30 a.m. – 5 p.m.

Vendor Opportunities

Vendors interested in current City solicitations may find information:

  1. Posted on a bulletin board in the Procurement Division at City Hall.
  2. Posted electronically on Demandstar and available for viewing, downloading and/or printing. Contact DemandStar at 1-800-711-1712 for information.

Requests for Bids/Proposals are published in the Florida Today newspaper (legal ad section).

Procurement Methods

All purchases of equipment, materials, supplies, and services must be made in accordance with the rules and regulations as specified in the City of Melbourne Code of Ordinances and the Procurement Manual. These procurement requirements, in part, are summarized below.

Small Purchase (up to $5,000)

Price data is obtained by department or division staff from previous purchases, from DemandStar or by telephone or fax from vendors.

Open Market Purchase/Informal Quotes ($5,000.01 - $15,000)

Informal written quotations are solicited by department or division staff from at least three vendors.

Department or divisions may utilize piggyback opportunities.

Formal Quotes ($15,000.01 - $35,000)

Formal quotations are solicited by Procurement Division staff.

Procurement Division staff may utilize piggyback opportunities.

Formal Bids/Proposals ($35,000.01+)

Formal sealed bids (ITBs)/proposals (RFPs) are solicited by Procurement Division staff requiring public notice, public opening, and formal award.

Procurement Division staff may utilize piggyback opportunities.

Bid Waiver

Formal bidding may be waived for:

  • Purchase from governmental entity or cooperative agreements,
  • Sole source procurement, and
  • Emergency purchase, when there exists a threat to public health, safety, or welfare.

Pre-Bid/Proposal Meetings

A pre-bid/proposal meeting is held on some solicitations to familiarize the bidder with the requirements presented by the City's specifications.

Addenda may be issued to the bid/proposal based on the discussions that take place during this meeting.

Attendance at some pre-bid/proposal meetings may be mandatory and will preclude the bidder/proposer from bidding if not attended.

Bid/Proposal Openings

Bid/Proposal openings are conducted on Tuesdays and Thursdays at 3 p.m., City Hall, 900 E Strawbridge Avenue, in Downtown Melbourne.

A sealed bid/proposal document must be received in the Procurement Division and time stamped by 3 p.m. local time (EST), on the day of the specified bid/proposal opening - facsimile bids/proposals will not be accepted.

Vendors may attend the public opening, which commences promptly at 3 p.m. on the day stated.

Bids/proposals will not be evaluated at that time.

Local Vendor Preference

The City extends preference to those vendors, contractors, or service providers, who maintain a valid Local Business Tax Receipt, issued by either the City of Melbourne or Brevard County, at least one year prior to bid submission; and, whose business address is located within the City limits of Melbourne or boundaries of Brevard County. A 5% preference is given to qualified City vendors and a 2% preference is given to qualified Brevard County vendors. 

Purchase Orders

A numbered purchase order is the primary method of obligating the City. Purchases by City employees may also be accomplished by the use of petty cash, check request, or purchasing card. Purchase commitments for other than those listed above, are considered as unauthorized purchases. Invoices for unauthorized purchases may not be honored.

The City of Melbourne desires that all items ordered are delivered FOB Destination Prepaid and Allowed, as ownership will not be accepted until items are received as ordered. All packages or shipping containers must bear the purchase order number and the ship-to location, as indicated on the purchase order.

Payment Procedure

After delivery of products and/or services ordered, the vendor must submit an original itemized invoice to City of Melbourne Accounting Division, 900 E Strawbridge Avenue, Melbourne, FL 32901.

All invoices must bear the purchase order number.

Payment will be made in accordance with Florida Prompt Payment Act.

The City is exempt from all Federal, State, and Local Tax. Our Federal Excise Number is 59-6000371, and our State of Florida Sales Tax Exempt Number is 85-8012621638C-2.

Ethics

City of Melbourne personnel subscribe to and support a high level of ethical and moral conduct. City policy prohibits the acceptance of gifts or gratuities of any kind.

Professional Memberships

The City of Melbourne Procurement Division maintains memberships in the National Institute of Governmental Purchasing (NIGP), and Institute of Supply Management (ISM). 

Central Warehouse 

2893 Harper Road
Melbourne, FL 32904

Hours: Monday – Friday, 7:30 a.m. – 11 a.m., and 1:30 p.m. – 3 p.m.

The Central Warehouse maintains inventory stock for Water/Sewer; conducts sales of surplus equipment.

 

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