Purchasing procedures

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Doing business with Volusia County

For information on how to submit a bid, click here.
You must register as a potential bidder to receive automatic notification of any upcoming bids.
View the Open Bid List to choose a project.

See the PowerPoint presentation shown at the Vendor Workshops held on 12/6 and 12/7/11 . . . just click HERE!

Familiarity with the following procedures will assist you in presenting your product or service to Volusia County. It also will assist in developing cordial and businesslike relationships.

This section is intended only as a general guide. If you have further questions, please contact our office at:

Volusia County Purchasing and Contracts
County of Volusia
123 W. Indiana Ave., Room 302
DeLand, FL 32720-4608
Main phone numbers:
386-736-5935 		(from West Volusia)
386-257-6000, ext. 15935 	(from Daytona Beach)
386-433-3300, ext. 15935 	(from New Smyrna Beach)
Fax: 386-736-5972
E-mail: purchasing@co.volusia.fl.us

Hours: 8 a.m. to 5 p.m. Monday through Friday

The School Board of Volusia County and the offices of the Clerk of the Court are independent of Volusia County government but participate in various procurements with the County. The cities within the County, most of which have their own purchasing departments, have the opportunity and authority to make purchases from the County's contracts.

Purpose: The mission and purpose of the Volusia County Purchasing office is to obtain the commodities and services required by the agencies of Volusia County in the proper quantity, of the proper quality, within the time required and at the best economic value for the County.

Purchasing procedures: Specific requirements and procedures have been established in the form of a law, Volusia County Code, Chapter 2, Article 6, Division 2, which governs the purchase of all goods and services required and used by the county.

Methods of procurement: The process of procurement is initiated by a request from an agency of the county for a specific commodity and/or service. This 'Quick Reference Guide' sets forth the general guidelines and requirements which govern the procurement process.

TOTAL CONTRACT VALUE

QUOTE/BID REQUIREMENTS (Minimum)

AWARD APPROVAL

$0 - $999.⁰⁰ *

Single Quote
Purchasing Card

Division Director or Designee

$999.⁰¹ - $3,000.⁰⁰

Single Quote

Purchasing Agent and Division Director or Designee

$3,000.⁰¹ - $10,000.⁰⁰

3 Verbal Quotes Minimum

Purchasing Agent and Division Director or Designee

$10,000.⁰¹ - $25,000.⁰⁰

3 Written Quotes Minimum

Purchasing Director and Department Director or Designee

$25,000.⁰¹ - $50,000.⁰⁰

3 Written Quotes Minimum. obtained through Purchasing

Purchasing Manager and County Manager or Designee

Over $50,000.⁰⁰

Formal, Advertised Invitations

County Council

$50,000.⁰¹ - $125,000

Formal, Advertised Invitations for Housing Rehab. Projects

County Manager, County Council must approve projects > $125,000.00

* amount may be set lower by Department/Division/Activity Director

Contracts for the purchase of any commodity or services may only be signed by the Purchasing and Contracts Director, the County Manager, or the Chair of the County Council, as may be applicable.

Disadvantaged Business Enterprise Program (DBEP): The Volusia County Council has adopted policies which assure and encourage the full participation of Disadvantaged Business Enterprises (DBE) in the provision of goods and services. The county encourages joint ventures between majority-owned firms and qualified disadvantaged / minority / women-owned firms. Vendors are encouraged to select one or more business type(s) associated with their company when registering or updating information in VSS.

Cooperative purchases: The county purchases from established State of Florida, General Services Administration (GSA), and other cooperative purchasing contracts without the requirement to solicit quotations, bids, or proposals.

Vendor visits are welcomed and encouraged as learning opportunities for both parties. Appointments should be made with the appropriate Procurement Analyst, however, we try to accommodate unscheduled visits.

To view and print the Tax Exempt Certificate and the W-9 forms below you need Acrobat Reader. If you do not have it you may download it for free.

Consumers Certificate of Tax Exemption
Volusia County is exempt from the payment of sales and use tax on the purchase or lease of tangible personal property.

Taxpayer Identification Number (TIN) and Certification Form
(Substitute for IRS Form W-9)

Credit Statement for County of Volusia

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