Paperless Initiative

One of the objectives of the City of Tallahassee’s Five-Year Strategic Plan is to “Implement fully paperless internal services” as a way to enhance organizational efficiency. To assist with achieving this City-wide objective, the Procurement Services Division began transitioning to fully paperless operations in the spring of 2020. This transition will allow us to serve you more efficiently and make us more responsive to City departments. Please review the changes below to better understand how these changes may affect your business dealings with the City of Tallahassee:

Electronic Purchase Orders.
Beginning May 2020, Procurement Services will issue all purchase orders electronically via email. We will no longer be sending printed copies of purchase orders to suppliers via the U.S. Postal Service. Procurement staff will be transmitting purchase orders to the email address we currently have on file in our PeopleSoft database.

If you need to update your contact information for receipt of electronic purchase orders, please provide a valid email address at Vendors@talgov.com and use “Vendor Email Update” in the subject line.

Electronic Signature and Contract Execution
Procurement Services will be using AdobeSign to collect electronic signatures and execute all contracts or contract amendments that result from a competitive solicitation. If your firm was recommended for award and is currently negotiating a contract with the City of Tallahassee, you will eventually receive an automated email requesting your signature on a document.

Once all of the appropriate parties have signed the document electronically and it has been executed by the Treasurer-Clerk, you will receive a final copy of the document via email. To ensure that you receive these emails, please add echosign@echosign.com to your address book or safe list.

Electronic Submission of Bids and Quotes
The Procurement Services Division is requiring that all suppliers submit bids electronically when responding to competitive solicitations. This can be done by uploading all bid documents in BidSync. If you are experiencing difficulty, please contact BidSync customer support at 1-800-990-9339.

For suppliers that provide quotes directly to City departments for goods or services, please transmit these quotes via email to your point-of-contact as a PDF or image document.