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Bids & Purchasing

(843) 918-2170
(843) 918-2182 Fax

Purchasing Division Office
3231 Mr. Joe White Avenue

City of Myrtle Beach
ATTN:  Purchasing Division

P.O. Box 2468
Myrtle Beach, SC  29578


John Cowan, Purchasing Division Manager

OVERVIEW

The Purchasing Division is housed within the Financial Services Department.  The division handles the posting and procurement process for the city organization's many needs.  The division is located at 3231 Mr. Joe White Avenue.

The Purchasing Division is charged with providing strategic and material management services to all city departments. The Purchasing Division also is responsible for the procurement of all supplies, materials and equipment, as well as professional services necessary for the delivery of municipal services.  The division is the only entity within the City of Myrtle Beach authorized to contract for goods and non-professional services which cost more than $2,500, without City Council approval.  It is also the only entity within city government authorized to issue solicitations for goods and non-professional services valued at more than $2,500.

The Purchasing Division is comprised of three teams, each headed by a Procurement Buyer.  The teams are aligned by types of products and services. The buyers are the key contacts for vendor inquiries regarding any procurement-related issues.  Staff members are available to assist vendors and answer any questions regarding all aspects of the procurement process.  Purchasing Division staff buy goods and services daily; however, a major focus throughout the year is the management of more than 1,000 annual contracts.  The contracts are established to provide an efficient method for the city to purchase goods and services needed on a repetitive basis.  Or, contracts may realize substantial savings by aggregating city-wide requirements.  Most of these annual contracts are typically for goods and non-professional services where providers are widespread, thus giving vendors an opportunity to submit bids and obtain contracts with the city.  Most annual contracts carry a one-year term period, with an optional to renew for up to four additional one-year term periods.  The Purchasing Division publishes in a local newspaper when a new solicitation is required.

The Purchasing Division operates in strict compliance with federal and state laws, local laws and regulations, internal policies and professional purchasing principles.  To uphold its responsibility and accountability in the expenditure of public funds, the office maintains a competitive bidding process in accordance with the city's Purchasing Code, from Chapter 2, Article IV, of the Complete Code of City Ordinances.  

POLICY STATEMENT

The Purchasing Division values the relationship between city government and the vendor business community, and works toward maintaining mutual goodwill at all times.  Toward this end, the Purchasing Division strives to...

  • Communicate clearly to vendors and help simplify the city’s procurement process.
  • Build trust between customers and suppliers.
  • Handle all supplier questions and concerns in a fair, prompt and courteous manner.
  • Encourage healthy competition and maximum participation among vendors for city business.
  • Maintain an open and fair solicitation process.
  • Involve suppliers in the development of clear, fair and complete specifications and standards necessary to meet the city’s product and service requirements.
  • Observe strict truthfulness and highest ethics in all transactions and correspondence.
  • Assist vendors and departments with contractual problems and other issues related to contractor performance, product delivery and payment disputes or delays.
  • Assist in resolving problems in a creative, fair and prompt manner.
  • Encourage participation from local, small, minority, veteran-owned and women-owned businesses for city contracts.
  • Conduct vendor outreach, advertising, web broadcasting and networking with the business community to increase vendor participation in city contracts.
  • Pursue and utilize procurement methods that are efficient in meeting the needs of the city.
ONLINE BID SYSTEM & VENDOR REGISTRATION

The City of Myrtle Beach has a new online system for posting bids and proposal requests, as well as for vendor registration!  Current bid postings are available online here.  New and existing vendors can register here.   If you need assistance, please call the Vendor Registry Support Team number at 844-802-9202. 

DOING BUSINESS WITH THE CITY OF MYRTLE BEACH


Thank you for your interest in the City of Myrtle Beach!  Your involvement as a provider of goods and services is critical to meeting the city’s operational and service delivery requirements.  The Purchasing Division is the primary point of contact for the procurement of goods and services by the city.  This page will help you navigate and understand the procurement process, including how to pursue city contracts.  Procurement serves the public and accomplishes critical city functions.  

Generally, the process takes the following steps...

  1. A need is identified.  
  2. A solicitation is written and published.  
  3. A competition is held.  
  4. A vendor is selected and a determination is made about its responsibility.  
  5. A contract is negotiated and signed.  
  6. Finally, the contract is performed or delivered.
If you need assistance completing registration, please call the Vendor Registry Support Team number at 844-802-9202.

HELPFUL LINKS

FREQUENTLY ASKED QUESTIONS

"How can I register as a vendor for the city?"  Interested vendors and suppliers should submit a vendor application on the Vendor Registration webpage.

"How can I obtain a copy of the current contract or bid tabulation?"  Vendors can access copies of current contracts and tabulations from the Current Bid Solicitations webpage.  Or, contact the Purchasing Division directly.

"Can I submit a bid electronically?" No, the division does not accept bids electronically.  Instead, bids must be submitted in hard-copy form to the Purchasing Division in a sealed envelope.

"How do I know when a bid solicitation is open?"  Visit the Current Bid Solicitations webpage and search by solicitation.

"How will I be notified if I am the successful vendor or bidder?"  The successful vendors or bidders of an annual contract receive notification of the award by telephone or a letter from the city's Purchasing Division.  
Contracts for goods or non-professional services exceeding $5,000 in price must be awarded to the lowest responsible bidder, or to the bidder who provides goods or nonprofessional services at the best value for the city.

"Can I change my bid?"  Sealed bids cannot be changed by the city or the bidder once they have been opened and read aloud.  The city may seek clarification in some instances, but not to change or alter the bid submitted.  Submit bids that reflect the best price offer and the  delivery times that you can meet.  Some solicitations include penalties/liquidated damages for late delivery of products.  Ability to perform under contract will be subject to evaluation and may affect future awards.

"Can I make an appointment to show my product to Purchasing Division staff?"  Yes, the  team is available to review new product or services options, but by appointment only.  Call the division to request an appointment at 843-918-2170.

"What is the Local Vendor Preference (LVP) Program?"
  Established by ordinance, the Local Vendor Preference Program allows the city to grant contracting preferences to local businesses in circumstances when price alone determines the winning bid for personal property, non-professional services and construction services, and when the procurement is governed by the Myrtle Beach Local Government Code.  Under the program, a business within Myrtle Beach city limits, Horry County or surrounding counties (known as the NESA area) will be evaluated at a lower percentage than the actual amount of the bid, provided they meet all the requirements. The vendor must have maintained:

  1. A current City of Myrtle Beach Business License a minimum of ninety (90) days prior to the bid date.
  2. A physical address within the defined boundaries for a period of at least one (1) year.
  3. A majority of full-time employees and managers conducting work from this office. 
Additionally, provisions were included in the original ordinance granting preferences to local businesses for professional service contracts that are not governed by statute.  Here are the exceptions....

  1. The LVP Program does not apply to any contract funded in whole or in part by the federal government, or where the city acts as a conduit for federal money.
  2. The LVP Program does not apply to contracts where the Managing Department or City Council has determined that it would not be in the best interest of the city.

"What do I need in terms of business licensure and insurance?"  Any vendor doing business within the city limits of Myrtle Beach is required by law to have a current City of Myrtle  Beach Business License.  And, any vendor doing business on city property is required to have a Certificate of Insurance on file that meets all city requirements as defined by law.

SURPLUS ITEMS SOLD AT ONLINE AUCTION

IThe City of Myrtle Beach sells surplus, obsolete and unneeded items through an auction at
 govworldauctions.com Surplus items might include chairs, desks, file cabinets, police cars, trucks, lawn mowers, radios, computers and machinery.  By selling at auction, the city recovers money, while the public has a chance to buy surplus items at auction prices.  See the GovWorld auction site for details.