The Hernando County Procurement Department is committed to maintaining open, fair, and ethical purchasing practices while fostering strong relationships with the business community.
We welcome vendors who are innovative, reliable, and competitive to join us in meeting the needs of our residents and departments.

This Vendor Guide provides an overview of Hernando County’s purchasing policies and procedures. It’s designed to help you:

• • Understand how our procurement process works.
  • Explore selling opportunities with the County.
  • Build positive, professional relationships with our procurement team.
  • Save time and effort by following clear and consistent procedures.

The Procurement Department handles the purchase of products and services for all departments under the Board of County Commissioners—from receiving departmental requisitions to issuing purchase orders and contracts.

If your question isn’t answered in this guide, please contact us at (352) 754-4020.
Thank you for your interest in doing business with Hernando County—we look forward to working with you.

Bid Opportunities

Current bid opportunities are available on the ProcureNow OpenGov Portal.. We encourage all vendors to register and stay informed about open solicitations.

Ethics: Gifts and Favors

Hernando County maintains the highest standards of ethics, fairness, and impartiality in all purchasing activities.

To preserve the integrity of the competitive process, vendors are respectfully asked not to offer gifts, favors, or gratuities to Procurement Department staff or any County representative.

This ensures that all vendors compete on a level playing field and that purchasing decisions are made solely in the public’s best interest.

Complaints and Grievances

Vendor complaints or grievances should be submitted in writing to the County’s Chief Procurement Officer (CPO).
The CPO will review and investigate the matter, then share the findings with the vendor.

Fair and Open Competition

Hernando County promotes fair, open, and competitive procurement practices.
Specifications are developed to align with standard trade practices and to allow broad participation.
Vendors are encouraged to notify the CPO if they believe any specification limits or restricts competition.

Purchases are awarded to the lowest, most responsible, and responsive vendor:

• Responsible – The vendor demonstrates the ability, integrity, and reliability to fulfill the contract.

• Responsive – The vendor meets all requirements of the solicitation, including product quality and performance standards.

Communication

All communications related to bids or proposals must go through the Procurement Department to maintain transparency and comply with Florida’s Public Records Law (Chapter 119, F.S.).
Any communication that could alter the content, terms, or conditions of a purchase must be shared with all interested parties.

Ordering and Delivery

All purchases must be authorized by a written purchase order unless specifically exempted.
Vendors should always confirm receipt of a purchase order before delivering products or services.

Delivery Terms

• • Delivery timelines must be clearly stated on all quotes and purchase orders.

  • Unless otherwise noted, all deliveries are FOB Hernando County, inside delivery, to the address listed on the purchase order.

  • Purchase order numbers must appear on all delivery tickets and packages.

  • Late deliveries, excessive backorders, or damaged goods may result in removal from the vendor list.

Backorders are accepted only with prior approval from the Procurement Department.

Public-Private Partnerships (P3)

Hernando County welcomes Public-Private Partnership (P3) proposals on an ongoing basis.
Details on the proposal and review process are outlined in the Hernando County Procurement Manual and P3 Proposal Application.

• A $5,000 processing fee must be submitted with each proposal.

• Proposals are reviewed for initial compatibility within 60 days of receipt.

• If a proposal meets compatibility criteria, County staff will contact the proposer within 60 days to schedule a meeting to discuss next steps.

Payment and Taxes

Taxes

Hernando County is tax-exempt from most state and federal taxes. Tax exemption certificates are available upon request.

Payment

Invoices are processed for payment after products or services have been received, inspected, and approved by the ordering department.
While the Procurement Department does not issue checks, staff can assist vendors with questions about the payment process.