Vendor registration, programs, notifications, communications, protests, and debarments

VR 1 - Introduction

This chapter provides key information for vendors seeking to do business with Hillsborough County (County), including account registration, communication policies, roles for managing, protest procedures, and debarment policies. To be fully apprised of solicitation expectations, vendors should thoroughly review solicitation documents, follow instructions, and check the County website for the latest procurement manuals.

VR 2 - Vendor Registration

VR 2.1 County’s Electronic Procurement System (EPS)

The County utilizes an EPS to notify offerors about County solicitation opportunities. To receive notifications, vendors MUST register in the County’s EPS and select the applicable Commodity Codes. The vendor’s company name in the County’s EPS should EXACTLY MATCH the name registered with the Internal Revenue Service. By registering, including selecting NIGP commodity codes and ensuring notifications are turned “on,” vendors will receive notifications of related solicitations. We encourage vendors to visit the Vendor Help Center within the County’s EPS.

VR 2.2 Oracle Cloud

Vendors can login to the Oracle Cloud Portal to view the status and history of any purchase order(s) issued, as well as view the status of receipts, invoices, and payments.

VR 3 - Economic & Workforce Development Support Programs

The Board of County Commissioners (Board) encourages the participation of all responsible businesses in the County's contracting and procurement activities. Assistance for disadvantaged and small businesses are administered according to the procedures established by the County’s Economic Development Department in support of the Disadvantaged Minority and Disadvantaged Women Business Enterprise Program and the Small Business Encouragement Program, as approved by the Board.

VR 4 - Vendor Notification

The County exclusively solicits bids and proposals through the EPS. When required by law, solicitations will be advertised in a local newspaper of general circulation. In addition, depending on the complexity, value, or urgency of a procurement advanced notice of select upcoming procurements are posted to the County’s website. The notice only provides a brief description of the project, an anticipated dated of formal issuance, an estimated dollar value, and contact information. Solicitation documents will not be made available before the issuance of the solicitation.

VR 5 - Communication Between Offerors and the County (“Cone Of Silence”)

The intent of the Cone of Silence 1 is to safeguard the integrity of the procurement process by preventing offerors from influencing County personnel that will be making the decisions and/or have meaningful input regarding award.

VR 5.1 Permissible Communications Under the Cone of Silence

  1. Responses from offeror or interested party to County procurement personnel who initiated or coordinated communication as part of their official duties are not considered violations
  2. Communications during County-initiated pre-solicitation conference;
  3. Communications from County procurement personnel to the offeror/interested party regarding a request for clarification related to a submitted solicitation;
  4. Communications from County employees for the purpose of determining the offeror’s responsiveness and/or responsibility; said County employees shall include procurement personnel, employees from the County’s Economic Development Department, Debt and Financial Analysis Manager, Risk Management & Safety and/or consultants/contractors acting on behalf of the County with respect to the applicable procurement;
  5. Site visits by County employees to the site(s) of an offeror being considered for award, provided that, said visits have been coordinated through applicable County procurement personnel;
  6. Oral presentations by an offeror related to a procurement solicitation, provided that, such presentations have been coordinated through applicable County procurement personnel;
  7. Product demonstrations by an offeror related to a procurement solicitation, provided that, said demonstrations have been coordinated through applicable County procurement personnel;
  8. Negotiations initiated by the County with offerors related to a procurement solicitation, provided that, said negotiations have been coordinated through applicable County personnel;
  9. Communications during publicly-noticed evaluation committee meetings, including evaluation committee meetings held for the purpose of offeror presentations, product demonstrations and interviews;
  10. Communications from County employees to the offeror/interested party or vice versa regarding a public records request, provided, that such communication from the offeror/interested party is limited to the public records request;
  11. Communications from applicable County procurement personnel to the offeror/interested party regarding a bid submitted or a protest submitted;
  12. Communications during debriefing meetings, provided that, said meetings are coordinated through and conducted by the applicable County procurement personnel; and
  13. Public comment during a regular meeting of the Board 2

VR 5.2 Guidelines for Determining Unintentional or Non-Material Cone of Silence Violations (Non-Exhaustive)

  1. Whether there is sufficient evidence to show that the offeror/interested party was aware of or should have been aware of the Cone of Silence;
  2. Whether the information/material contained in the subject communication from the offeror/interested party was of such a nature that it could potentially influence the award decision regarding the applicable procurement solicitation;
  3. Whether the subject communication from the offeror/interested party was directed to a person(s) that will be making the decision and/or have meaningful input regarding the award of the applicable procurement solicitation; and
  4. Whether the information contained in the communication from the offeror/interested party actually reached a person(s) that will be making the decision and/or have meaningful input regarding the award of the applicable procurement solicitation.

VR 5.3 General Communication

  • To be given consideration, offeror requests must be received in the County’s EPS within the time stated in the solicitation document. The County is under no obligation to respond to request received outside of the EPS and/or not within the stated timeframe. Questions will be reviewed and will receive a response in accordance with the solicitation document. Failure of an offeror to receive any such addendum shall not relieve the offeror from obligations under their offer as submitted.

VR 6 - Protest

The County seeks to provide all offerors with a fair process to resolve disputes between the offeror and the County. Please see the County’s Protest 3 Ordinance for additional information.

VR 7 - Debarment

The County may exclude a person or company from the procurement process due to prior illegal or irresponsible action. Please see the County’s Procurement Policy, Chapter 9, for additional information.

VR Notes

  1. Hillsborough County Ordinance Sec. 2-574
  2. Pursuant to Fla. Stat. § 286.0114
  3. Protest: A timely written objection by a party with standing, seeking action on a County procurement decision
Last Modified: 9/11/2025, 8:10:48 PM
Related Pages
Chapter 1: Introduction
Chapter 2: Ethics & Fraud Prevention
Chapter 3: Vendor Relations, Protests & Debarment
Chapter 4: Initiating the Procurement Process
Related Departments
Procurement Services
Procurement Services handles purchasing for Hillsborough County and other constitutional offices while also managing vendor registration and contracts

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