Gatlinburg City Hall
City Manager's Office
P.O. Box 5
Gatlinburg, TN 37738
Phone (865) 436-1404 

A company that wishes to do business with the City of Gatlinburg should contact the Purchasing Department.  Vendor contact information will include the following:  Name, address, phone, fax, email, website and tax ID # should be sent to Gatlinburg's Purchasing Department at the above address. 

In addition to the legal requirements contained within the ordinance, vendors must comply to the following:

• All shipments must be freight prepaid.
• All purchases of $500.00 or more must be approved by the Purchasing Department.  (Purchase Order Number)
• All invoices and requests for payment must indicate the purchase order number (i.e., amounts of $500.00 or more).
• No C.O.D.'s are allowed.
• No substitutions or "add-ons" to orders will be accepted unless approved in writing for those items on written purchase orders, or phone approval from the Purchasing Department on the verbal purchase orders.
• Immediate notification required if unable to fill purchase orders as received.
• All warranties are to be assumed by the vendor.
• Quotations on products and services are required for purchases of $1,000 to $4,999.99.
• Bids are solicited through the issuance of formal bid requests.  Formal bids are solicitation for products or services estimated to cost 5,000.00 or more.

The City uses several ways to secure prices; and according to the size and type of buy, may use formal bids, written quotes, competitive proposals, phone quotes, personal contacts, state contracts, and GSA contracts.  All prices quotes are to be firm for at least 30 days unless specified otherwise by the vendor, or a longer period may be requested by the City.  All prices are to be quoted F.O.B.  Gatlinburg.  Prices should include the total operational unit and be ready for use when received.

The City awards purchases to vendors using criteria established in the ordinance.  A basis of award may take the form of:  compliance of bid requirements, evaluation committees, Purchasing Agent's recommendation and City Manager's approval.  The criteria used are:  price, delivery, adaptability, service, warranty, compliance to laws and regulations, and overall quality.  The City reserves the right to judge the factors and the weight given to each, and to award a purchase to a vendor in the best interest of the City.  

All purchases must be approved by the Purchasing Department and their approval is accompanied by the issuance of a purchase order number.  NOTE:  Only applies to P.O.'s of $250.00 or more.  The vendors are required to have this number prior to the delivery and invoicing for the products/services.  Written purchase orders are produced by the computer and will confirm or actually place the orders.  If there is a question about a number or the validity thereof, it is wise to clear the matter by calling the Purchasing Department , as it is the vendor's obligation to determine if the order is legitimate.

The City issues accounts payable checks bi-monthly, usually within two working days following the 15th and the last day of each month.  In order for an accounts payable check to be issued in either one of the two check runs during a month; a valid, approved invoice must be submitted to the Accounts Payable Department no later than three working days prior to the 15th or the last day of the month.  Saturday, Sunday and observed holidays are not considered to be working days.  Invoices of $250.00 or more should reference the purchase order number issued by the Purchasing Department.  

INVITATION FOR BID - An invitation for bid is a request made to prospective suppliers for their quotation on specifically defined products and services.

Formal bid requirements will be solicited by an invitation for bid, and may be advertised in a local newspaper at least five days prior to final due date of bid submission.  The advertisement will state the due date of bid submission.  The advertisement will also state the general nature of the goods and services to be purchased, where bid forms and specifications may be obtained, and the time and place for the opening of the bid.  In addition, solicitations may be mailed to all bidders on the City bidders list for the specific commodity or service.  The formal bid process from issuance to opening of bids generally takes three to four weeks.  After bids are opened, the evaluation process may take up to ninety days before an award is made.
    Informal bid requirements will be solicited by Request for Quotation, or telephone quotes.  Solicitations may be made from a minimum of three registered bidders from the City bidders list.  These informal bids do not require public advertising.  

Bid request will contain a complete description of the commodities or services sought, and other requirements that must be met by the bidder.  They also will contain the date and time of the bid opening.  Questions in reference to bids should be directed to the Purchasing Agent indicated on the bid cover sheet.  

If you are interested in doing business with the city of Gatlinburg,  please contact Robert Holt at the Gatlinburg City Hall (865) 436-1404 for further information.  Or you can e-mail  by clicking on the envelope.