The process of purchasing may vary depending upon the value of the item purchased. The City always attempts to secure the best value available for goods and services consistent with specifications demanded. Bids are awarded to the lowest responsible and responsive bidder. Many factors are used to determine if a bidder meets these criteria.
Purchases under $1,000.00 are generally made using the City purchasing cards. For an expanded explanation of purchasing cards we invite you to click on the following Purchasing Card Program link. Purchase orders are not issued for purchases under $1,000.00.
Purchases over $1,000.00 and under $2,500.00 are based on three written, verbal, or faxed price quotations. The type of quotation will be at the option of the department head or Purchasing Agent. The Purchasing Agent will issue purchase orders for these purchases.
Purchases $2,500.00 and under $10,000.00 are based on three written price quotations which will be valid for 90 days. Specifications and bid tabulations will be prepared by the departments and submitted to the Purchasing Agent for review. If approved, the Purchasing Agent will issue a purchase order.
All purchases $10,000.00 and over will be made by competitive sealed bid and advertised in The Daily Herald at least 14 days prior to bid opening. All bids received on or before the scheduled bid opening will be tabulated and reviewed by the department originating the bid. A recommendation for award will be forwarded to the City Council. Only the City Council has authority to award bids of $10,000.00 or more.
Public Improvement projects are under the direction of the City Engineer who shall be responsible for specification preparation, bid tabulation and contract management.
Vendors are asked to apply with the City prior to submitting bids for goods or services. vendor lists are maintained according to the types of goods or services a vendor supplies. When a new request for services or invitation to bid is prepared, vendors on the list will be notified. Click here for a vendor application, fill it out completely and mail or fax it to the City of Columbia using the information printed on the form.
Danny King, Assistant Finance Director
700 North Garden Street
Columbia, TN 38401
Click here for a current list of bidding opportunities, or contact the Purchasing Agent.
You may bid on City of Columbia surplus property online at GovDeals.com . Property listed online is sold where is, as is; however, we encourage you to arrange for an onsite inspection of any items in which you have an interest.
On the GovDeals.com web page in the box titled "Seller Name", select Columbia, TN from the drop down list and then click "Search". (If there are no items currently available for auction, Columbia, TN will not be in the drop down list.) The list of property available online will change frequently. We hope you will visit the site often in order to review the most recent items available.
The City of Columbia makes many purchases under $1,000.00. In order to make these purchases more efficient for the City and merchant alike, the City issues a VISA-based purchasing card to select City employees. Unlike other debit or credit cards, these cards are restricted as to types and number of purchases that can be made.
Merchants may accept the card of a City employee as payment and avoid having to handle purchase orders or invoice the City for payment.
If we can assist you in getting approved to accept VISA or if you have questions about the purchasing card operations, please give us a call.