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FAQ Vendors

Can I contact schools and departments directly to sell my products/services?

Yes. But, for sales calls Board policy requires that you obtain a letter of authorization
from the School District Superintendent to visit any campus. The letter entitles you to
solicit the schools however each principal has the right to determine who visits their


Does Escambia County give preference points to local firms?

By State law we are barred from favoring local vendors based solely on their locale.


Can I fax my bid to you?

No. The School District Purchasing Department will only accept sealed bids/proposals to
maintain confidentiality until they are publicly recorded during bid opening.


Am I supposed to include tax in the price on a Request for Quotation?

No. The School District is tax exempt.


If I’m not currently a vendor doing business with the District, am I still able to

submit bids to the District?

Yes. But, should you be awarded a contract, we cannot issue a purchase order to you
until you are setup as a vendor.


How can I find out what good or services are currently available for bidding?

-Visit our “Current Bid Activity” web page.
-Subscribe to one of the services we employ for ITB/RFP distribution. Visit our “Bid

Service Links” web page or contact us @ 850-469-6202 for current information.
-Visit our office on the 2nd floor of the Vernon McDaniel Bldg, 75 North Pace Blvd.,
Pensacola , FL.

NOTE: The School District does not maintain a “Bid List” from which bid distribution is



How can I get a copy of the tabulation of bids on a particular bid?

You may visit our "Current Bid Activity" or “Bids Previously Awarded” web pages to view or print a
copy of a tabulation for any solicitation.


Who, in the District, do I contact to get payment for my invoice?

All invoices should be mailed to The School District of Escambia County, Attention:
Accounts Payable, 75 North Pace Blvd., Pensacola, Florida 32505.


Are schools or departments allowed to make their own purchases?

The majority of all purchases are either made or approved by the Purchasing
Department through the use of purchase orders. (All schools and departments do have purchasing

cards that allow them to make purchases up to $5,000.00.) If a good or service is
requested by a School District employee without a purchase order/purchasing card, please contact the
Purchasing Department. Purchase order numbers can be verified by contacting any
member of the Purchasing Department.


How can I set up an office visit?

Vendors can visit the Purchasing Department’s homepage for information on which
purchasing agent is responsible for the specific goods and services they provide.

Once you identify the purchasing agent, call or e-mail them to set up an
appointment. Appointments are preferred. If you call on the Purchasing Department
without an appointment you may not be able to talk to who you’d like or have the amount
of time you’d like due to work schedules.


What is a PreBid/PreProposal conference?

A PreBid/PreProposal conference is a meeting held to discuss the specific requirements
of a particular Invitation for Bid or Request for Proposal (RFP). The meeting gives you

the opportunity to ask questions and to learn more about the District’s need to better
prepare your bid/proposal. The PreBid/PreProposal conference is not always mandatory
but attendance is always strongly suggested.


What criteria is used to award bids and proposals?

Bids for goods and/or services are awarded to the lowest responsive and responsible bidder(s). Bids and
RFPs for goods and/or services are awarded based on criteria in addition to price. The document will

specify the method of award.