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A Guide to the Policies and Procedures the City Follows in Procuring Products and Services

Procurement & Contracts

The City of Clearwater Procurement Division is responsible for centralized procurement of commodities and services in excess of $2,500 for all City of Clearwater Departments except specific Engineering construction contracts. This includes all aspects of the purchase from the review and final approval of a department requisition to issuance of purchase order or contract.

Notice of Solicitations

Current solicitations are available online and in the Procurement Division Office, 100 South Myrtle Avenue, 3rd Floor, Clearwater. Legal ads appear in a publication of general circulation (Tampa Bay Times) and are posted on the State of Florida's MyFloridaMarketPlace and Procurement website for each formal solicitation.

How We Buy

The City of Clearwater procurement process is governed by the Code of Ordinances, City of Clearwater, Articles & Divisions, Sections 2.541 through 2.564. Under the Code, several different procedures may be used for purchases. These are:

Formal Solicitations: Purchases of $50,000 or more are handled via Invitation to Bid, Request for Proposals, or Request for Qualifications.

Quotations: Purchases greater than $2,500 but less than $50,000 require written, phone, or FAX quotes.

MicroPurchases: The city authorizes departments to make purchases under $2,500 to support their day-to-day activity, typically via the city's pcard program. Questions concerning these purchases should be directed to the respective department(s).

Other: Properly authorized emergency procurements may bypass normal purchasing procedures. Emergencies, piggybacking, sole source and other exempt procurements require proper documentation and Procurement's authorization.

Purchase Order Terms and Conditions

The Formal Solicitation Process

Commodities and services valued at $50,000 or greater are normally procured through the formal solicitation process.

Invitation to Bid/Request for Proposals/Request for Qualifications
Vendors may submit a sealed bid response to the Procurement Division which must be received no later than the published date and time deadline. Bids and RFP/Q's are opened at the exact time specified. Vendors and the general public are invited to observe openings.

Request for Quotation (Informal)
Respective departments solicit a minimum of three (3) valid quotes directly from vendors.

Approval
The city department that requested procurement of a particular commodity or service and the Procurement Manager will select the recommended vendor. Purchases of $100,000 or more require City Council approval prior to award. These items may take up to sixty (60) days to complete the process after opening. Purchases between $50,000 and $100,000 require City Manager approval. Purchases of less than $50,000 require approval of the Department Director and Purchasing Manager. This approval process may take up to thirty (30) days.

Construction Contracts

The Engineering Department is responsible for most aspects of construction contracting, including the pre-qualification of contractors.

Contractors and Consultants
The Engineering Department is also responsible for the selection, administration and management of multi-year Professional Engineer/Architect of Record rosters. Any consultant interested in being considered for future opportunities should contact the Engineering Department at (727) 562-4750, Municipal Services Building, 100 S. Myrtle Ave., Room #220, Clearwater, FL 33756.

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Surplus Property

Periodically the city will dispose of its surplus property by sale to the general public. Sales of vehicles and miscellaneous property are made through a contracted auctioneer, on-site or at the warehouse location of the auctioneer.

Need Additional Information?

This Web page was designed to answer general questions concerning doing business with the City of Clearwater. Procedures described herein are subject to change without notice. For current or further information, please contact the Procurement Division:

Send comments directly to Procurement

Mailing Address:
Finance - Procurement Division
P.O. Box 4748
Clearwater, FL 33758-4748

Location Address:
Municipal Services Building, 3rd Floor
100 S. Myrtle Ave.
Clearwater, FL 33756

Telephone:
Procurement: (727) 562-4630
Accounts Receivable: (727) 562-4524
Accounts Payable: (727) 562-4526

Hours: Monday-Friday, 8:00am-5:00pm