Finance Department

The Accounts Payable staff within the Finance Department provide the best service possible by ensuring that all invoices and reimbursement requests are processed in a timely and efficient manner. To ensure payments are processed for the weekly check run, departments must have approved check request for payments, and/or vendor invoices to Accounts Payable by 5:00 p.m. on Wednesday. The Accounts Payable personnel processes checks once a week on Friday. If checks must be printed outside the normal processing schedule, the department requiring the additional check must have approval from the Chief Financial Officer or designee.

The Finance Department prepares and processes the bi-weekly payroll for all employees. Payroll staff performs the following functions:

• Processes and transmits all direct deposits for employees.
• Processes timely and accurate payments to all employees.
• Withholds and submits health insurance, other voluntary premiums and dues.
• Prepares and submits monthly reports to the State of Florida Retirement System and ICMA.
• State quarterly reports are prepared and submitted by ADP.

Employees may use the ADP app or view and print their electronic pay stub by logging into ADP payroll portal.

Purchasing / Procurement

Our mission is to procure quality goods and services through innovative technological advancements, improved procedures and procurement best practices, achieved with professionalism, integrity, fairness and equality. Our performance objectives include, but are not limited to, maximizing customer satisfaction to our external and internal customers, fostering competitive and fair relationships among vendors to ensure savings, transparency and conformity to legal standards.

Code of Ordinances – Purchasing Policy

For all small purchases – less than $5,000 the Village requires no special requirements for any bids.

For purchases exceeding $5,000 but less than $15,000 the Village requires three written price quotes.

For purchases/services exceeding $15,000 – the Village requires a minimum of a RFP bid, piggy-back on another municipal contract, sole source, or an existing vendor who previously won a bid. View code of ordinances information on purchasing, (Chapter  36.25 of the Village Code).

Requests for Proposals / Bids

Our bids and proposals process is handled by DEMANDSTAR.

Vendors are invited to submit their bid responses via this site. If you would like to be notified on the Village’s bid postings and have access to download the solicitation and receive notifications, please register with DEMANDSTAR at the link provided below. Clicking the link will re-direct you to DEMANDSTAR’s site. We thank you for your interest in doing business with North Bay Village.

Register with DEMANDSTAR.

We welcome future business opportunities with those who are interested in becoming part of our growing competitive vendor / supplier community. To view current solicitations and past solicitation results please visit DEMANDSTAR NBV

Vendor Registration

If you are interested in doing business with North Bay Village, register your company with DEMANDSTAR. Please keep in mind, no commencement of work or no goods shall be delivered without a Purchase Order.

Vendor Requirements

If your business has been awarded a contract through a formal solicitation process or has been selected following the purchasing policy, there’s list of mandatory documents required for the VENDOR SET-UP CHECKLIST.

Click below for links to forms:

1. W-9 Form

2. Sunbiz.org

3. E-Verify Affidavit Form

4. EFT/ACH Form

The Finance Department processes the  travel reimbursement forms for all eligible employees.

Please print and attach trips using the mapquest.com/route planner for reimbursement purposes.  North Bay Village is exempt from sales tax.  Please present the current sales tax certificate for all purchases/expenses.

Please click below for the form:

Travel Form 2024