Thresholds

Pavilion can help you get quotes for purchases between $5,000 and $50,000.
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For purchases above $50,000, use the search bar above to find existing competitive contracts from other public agencies that you may be able to use.

Quoting Procedures

At least three (3) written quotations (or "quotes") are required for purchases between $5,000 and $50,000. Quotes must be provided on the company's letterhead or from a company email. The department shall compile the information on the appropriate procurement form and submit it to the procurement office for processing.

All vendors providing quotes must have the required expertise and capability to perform the work or supply the commodities or equipment. If three (3) quotes are not practicable, the Department or Procurement Staff must provide written justification.
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After approval:

• The procurement office will create a purchase order in the finance system and provide it to the requesting department to move forward with the purchase.
• The department will sign the invoice/receipt and submit it to the Finance Department with the appropriate purchase order number for payment.
• The Finance Department shall notify the department via email if there is a correction to a submission or a reason there will be a delayed payment.

Documentation required

Once you find a contract that meets the needs of your purchase, you will need to collect the following documentation to submit to the procurement office (using this form).

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For Florida state contracts (issued by DMS, the Florida Sheriffs' Association, or other State agencies):

• Contract number, and
• A copy of the contract with pricing information.

For Federal GSA contracts:

• A copy of the contract showing contract name, number, start date, and end date, and
• Ordering information pages with pricing for whichever items are being sought. If the contract is a percent discount from list price, then a published price list is also required.

For contracts issued by other government entities:

• A complete copy of the original solicitation/procurement,
• A copy of the approval documentation issued by the government entity to the vendor to document the award,
• A complete copy of the vendor's proposal, and
• If available, a copy of the current contract with the vendor and any amendments thereto.

In most cases, you can find the required documentation for each contract on Pavilion, using the search bar above.

Federal funds

If federal funds will be used, the County may utilize other government contracts for the purchase provided that:

• The original contract was procured in compliance with Federal procurement standards,
• The original contract includes an assignability clause,
• The pricing is better than prices available elsewhere in the market, and
• The quantities sought do not exceed the amounts amounts under the original contract.

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More information can be found in Santa Rosa County's Procurement Manual here.