Beginning with the release of a competitive solicitation to the public, a cone of silence exists and  remains in effect until the City Commission, or staff authorized to act on behalf of the City Commission, awards or approves a contract, or rejects all bids or responses to end the solicitation process.

During the Cone of Silence any form of communication, except for communication directed to the Purchasing Agent or the Procurement Manager, is prohibited between (a) a vendor or their representative seeking an award from a competitive solicitation, and (b) any City Commissioner, their staff, or any City employee who is participating on an evaluation committee.

This policy does not apply to oral communications at public meetings, including pre-bid conferences, oral presentations before evaluation committees, contract negotiations during any public meetings, presentations made to the board, or protest hearings.

Prohibited communications made by any person, vendor or their representative during the cone of silence shall result in disqualification of that vendor or respondent from the solicitation process, rejection of their solicitation, or termination of any resulting contract as determined by the Procurement Manager. In addition, prohibited communications shall be grounds for suspension or debarment of a vendor, person or their representative under this code for a year.

City of Tallahassee Code of Ordinances, Sec. 2-357

A prospective bidder or respondent to an Invitation to bid (IFB), Request for Qualifications (RFQ), or Request for Proposals (RFP) may submit a protest to the Procurement Services Division on the basis of either (a) the specifications or proceedings prior to a bid opening, or (b) the recommendation of award made by an evaluation committee.

In order to file a protest, suppliers must adhere to the following guidelines:

1. All protests shall be directed to the attention of the Manager of Procurement Services;
1. For bid specification protests, a formal written protest must be filed no later than 72 hours (excluding weekends and holidays) after the posting of the solicitation.
2. For recommendation of award protests, a written Notice of Intent to Protest must be filed within 72 hours (excluding weekend and holidays) after posting of intended recommendation of award. The formal written protest must then be filed within seven (7) calendar days following the date of submission of the Notice of Intent to Protest.
2. Any person or supplier who files a formal written protest must post a cashier’s check or bond payable to the City of Tallahassee, in the amount equal to 1% of the City’s total estimated amount of the contract, or $5,000, whichever is less.
3. The City Attorney or designee shall consider each protest and render a final determination. If the City Attorney or designee upholds action taken by the City, then the City shall retain the amount in payment. If the action taken by the City is not upheld by the City Attorney or designee, the City shall return the amount in payment, without deduction, to the person or entity filing the protest.
4. In the event a protest is filed in accordance with the above procedures, Procurement Services shall not proceed with the solicitation or award of the contract until the City Attorney or designee has rendered a written decision, OR until the City Manager or designee makes a written determination that continuation of the process and award of the contract without delay is necessary to protect the substantial interest of the City.