The Purchasing Department is the central purchasing agency of the City of Palm Beach Gardens government. It is the responsibility of the Purchasing Department to issue and maintain purchasing policies, procedures and guidelines for the city's departments. It is also the Purchasing Department's responsibility to issue solicitations and prepare contracts at the authorization levels established within the purchasing guidelines.
The Purchasing Department's goal is to provide the city with the required goods and services in the most cost effective manner and at the time and place necessary to help ensure that the city provides the public timely and quality service. The purchasing function involves the procurement of goods, materials, supplies, equipment, and services at the lowest possible cost consistent with the quality needed for the daily operations of various city departments. The department's ultimate goal is the promotion of the city's best interest through proper planning and fair dealing with vendors to obtain maximum value for each dollar expended.
Awards & Recognition
The Purchasing Department of the City of Palm Beach Gardens has been awarded the National Institute of Governmental Purchasing's (NIGP) OA4 Accreditation Award and the Small Agency Certification Award from Universal Public Procurement Certification Council (UPPCC). The Department is also the proud recipient of the National Procurement Institute's Achievement of Excellence in Procurement Award and is a Sterling Award winner.
How to Obtain Information on Solicitations ("Bids").
The City of Palm Beach Gardens utilizes electronic online services for notification and distribution of its solicitations documents. Information on City solicitations can be obtained from the Mercell USA electronic bidding platform. The City also emails all advertised solicitations to vendors who have signed up for bid notifications (Vendor List).
Vendors who obtain Solicitations from sources other than Mercell USA or through the City's Vendor List are cautioned that the information may be incomplete.
The City has transitioned to a new online bid platform powered by Mercell USA, which is completely free for all participants. Vendors seeking to do business with the City are required to register on the platform. All solicitations, addenda, changes, and other publicly released information will be released through this platform and the City's Purchasing webpage.
Registration with Mercell USA is free and is required prior to submitting a bid response. You can register at https://app.mercell.com/registration. Firms are required to submit their bids and proposals electronically. Vendors will not be permitted to fax or email offers, or to deliver bid packages to the City. To maintain a secured sealed process electronic submissions must be made through the Mercell USA platform only. Vendors interested in a specific solicitation should register at least 24 hours in advance of the Due Date to ensure proper registration.
Vendors already registered with Mercell USA to receive solicitations from another agency do not need to register again. When registering, ensure that an active email is included and that all NIGP commodity codes are selected for the goods and services offered by the vendor or in which the vendor is interested as a sub or supplier. When a new solicitation is issued, vendors listing commodity codes related to the solicitation will be notified through email. You can also find all current Palm Beach Gardens bids at: https://app.mercell.com/buyer/3543
If assistance is needed, please feel free to contact the Mercell USA service desk at (724) 888-5294 or email to email@example.com”
- Conflict of Interest Disclosure (PDF)
- COVID-19 Vendor Protocol Notice
- Drug Free Work Place Provisions (PDF)
- General Terms and Conditions 122020
- How to do Business with the City of Palm Beach Gardens (PDF)
- Listing of City Contracts and Agreements 012022
- No Gift Policy (PDF)
- Non-Collusion Affidavit (PDF)
- Notification of Public Entity Crimes Law (PDF)
- Notification of Public Records Law (PDF)
- PO Terms and Conditions
- Purchasing Card Policies and Procedures (Rev 062019)
- Purchasing Code of Ethics (PDF)
- Purchasing Mission Statement (PDF)
- Purchasing Policy and Procedures Manual 082021
- Purchasing Values Statement (PDF)
- Purchasing Vision Statement (PDF)
- Sample Bond Forms and Verbiage
- Sample of a Draft Agreement for Goods and Services (PDF)
- Sample Construction Agreement
- Tax Exemption Certificate 2017 - 2022 (PDF)
- Vendor Code of Conduct (PDF)