Procurement Notices

Procurement Actions:

Please note that in accordance with Section 2-138 upon the advertisement of any Request for Proposals (RFP), Request for Qualifications (RFQ), or Invitation to Bid (ITB), a Cone of Silence is in effect. In general, communication is prohibited between the bidder/ vendor and members of the Village Council or Village staff. The cone is lifted when the Village Manager provides his written recommendation of selection to the Village Council. Should the Council refer the matter back to the Manager and/or staff for further review, the cone shall be re-imposed. Generally, the cone of silence does not apply to oral communications at pre-bid conferences, oral presentations before selection committees, contract negotiations during any duly noticed public meeting, public presentations made to the village council during any duly noticed public meeting or communications in writing at any time with any village employee, official or member of the village council unless specifically prohibited by the applicable RFP, RFQ or bid documents. Should this provision be violated, the award of any RFP, RFQ, or ITB shall be voided.

The complete Ordinance can be viewed online by visiting:  http://www.municode.com/Library/FL/Palmetto_Bay - Chapter 2.


CALL TO ARTIST/REQUEST FOR QUALIFICATIONS (RFQ) Commission for Outdoor Interpretive Artwork(s) - Thalatta Park - RFQ No. 1314-07-001

The Village of Palmetto Bay, a municipality located in Miami-Dade County, Florida, seeks to commission an artist or team of artists, not limited to Florida, for Outdoor Interpretive Artwork(s) at Thalatta Park located in the Village of Palmetto Bay.

Copies of the RFQ with description of the scope of work, submittal requirements, selection procedure and schedule may be acquired on or after Thursday, August 7th, 2014 from Village Hall located at 9705 E Hibiscus Street, Palmetto Bay, FL 33157 or via email to KBada@palmettobay-fl.gov.  If additional information is required, please contact Kristy Bada, Procurement Specialist at 305-259-1234.

The deadline for submitting the response to this RFQ is October 31st, 2014 by 3:00 PM Eastern Time. The respondent shall bear all costs associated with the preparation and submission of the response to this RFQ. Late submittals and facsimile submissions will not be considered.

The Village reserves the right to reject any and all proposals, to terminate the process at any time (and recommence it at a later time from the beginning), to waive any informalities or irregularities in any submittal, to award in whole or in part to one or more respondents or take any other such actions that may be deemed in the best interest of the Village.

NOTICE OF INVITATION TO BID - 1314-12-004
Tents, Tables, Chairs, and Linens Rental Services

The Village of Palmetto Bay is currently soliciting bids for Tents, Tables, Chairs, and Linens Rental Services.  Sealed bids must be received by the Village Clerk at Village Hall, 9705 E. Hibiscus Street, Palmetto Bay, FL 33157, no later than 3:00pm on or before Tuesday, September 23rd, 2014, (late submittals, email submittals, and facsimile submissions will not be accepted) at which time they will be publicly opened and read aloud. A bid guaranty in the amount of five hundred dollars ($500.00) must accompany each bid in accordance with the Invitation to Bid (ITB).  The respondent shall bear all costs associated with the preparation and submission of the response to the bid.  The nature and scope of this project includes, but may not be limited to: the rental of tents, tables, chairs, and linens on an as needed basis for Village of Palmetto Bay events.  If additional information is required, please contact the Village of Palmetto Bay, Procurement Specialist at KBada@palmettobay-fl.gov.

Bid documents may be obtained on or after Monday, September 8th, 2014 at the Village of Palmetto Bay Municipal Center at 9705 E. Hibiscus Street, Palmetto Bay, FL 33157. A $15.00 non-refundable deposit per set of documents is required, made payable to Village of Palmetto Bay.

The Village reserves the right to reject any and all proposals, to terminate the process at any time (and recommence it at a later time from the beginning), to waive any informalities or irregularities in any submittal, to award in whole or in part to one or more respondents or take any other such actions that may be deemed in the best interest of the Village.


Compliance with Ordinance 2011-05

 All vendors must comply with the provisions of Ordinance 2011-05.
A complete copy, including definitions, is available for review upon request. Section 10-12 is provided here for your review:

Sec. 10-12___ Prohibited campaign contributions by vendors.
(a)  No person who is a vendor to the Village shall give a campaign contribution directly, or through a member of the person's immediate family, or through a political action committee, or through any other person, to a candidate, or to the campaign committee of a candidate, for the offices of Mayor, Vice Mayor, or Council Person. No candidate, or campaign committee of a candidate for the offices of Mayor, Vice Mayor, or Council Person, shall solicit or receive any campaign contribution from a person who is a vendor to the Village, or through a member of the person's immediate family, or through a political action committee, or through any other person on behalf of the person. This prohibition applies to natural persons and to persons who hold a controlling financial interest in business entities.

(b)  A person who directly, or through a member of the person's immediate family, or through a political action committee, or through any other person makes a contribution to a candidate for the office of Village Mayor, Vice Mayor or Council Person shall be disqualified for a period of one year following the election from transacting business with the Village. This prohibition on transacting business with the Village may be waived only in the manner provide in section 2-123(b).

(c) A vendor to the Village who has violated this Section 10-12 shall forfeit any rights under any agreement with such vendor(s) and service(s) with said former shall immediate terminate upon completion of pending tasks as directed by the Village Manager.  Failure of a vendor to disclose, in writing to the Village Clerk, any contribution to a Village candidate shall all be subject to a fine in the total amount of any such contribution, plus $500.00.