Doing Business with the City
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 $10,000 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 a purchase order or contract.
The Procurement Division of the city of Clearwater manages centralized procurement activities for commodities and services exceeding $10,000 for all city departments, except specific engineering construction contracts. This responsibility encompasses the entire procurement process, from reviewing and approving department requisitions to issuing purchase orders or contracts.
Notice of Solicitations
Current solicitations are available online via the city's website at Purchasing Solicitations and notifications are posted on the State of Florida’s website atMyFloridaMarketPlace.
Solicitation documents can also be acquired by visiting the Procurement Division Office located at 100 South Myrtle Avenue, 3rd Floor, Clearwater. Legal ads appear in a publication of general circulation in the Tampa Bay Times.
How We Procure Commodities, Services, and Construction
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 exceeding $50,000.00 are handled via Invitation to Bid (ITB), Request for Proposals (RFP), or Request for Qualifications (RFQ).
- Quotations: Purchases between $10,000.00 and $50,000.00 require written, phone, or fax quotes.
- Micro Purchases: Departments are authorized to make purchases under $10,000 to support daily activities, often through the city's P-Card program. Queries regarding these purchases should be directed to the relevant requesting department(s).
- Other: Properly authorized emergency procurements may bypass regular purchasing procedures. Emergencies, piggybacking, sole source, and other exempt procurements require appropriate documentation and procurement authorization.
Purchase Order Terms and Conditions:
Terms and conditions for purchase orders can be found in the provided PDF Document
The Formal Solicitation Process: Invitation to Bid (ITB), Request for Proposals (RFP), Request for Qualifications (RFQ)
Commodities and services exceeding $50,000.00 or greater are procured through the formal solicitation process, unless an exemption exists.
Vendors may submit a sealed bid response to the Procurement Division which must be received no later than the published date and time deadline.
Request for Quotation (Informal)
Each city department may seek a minimum of three (3) valid quotes directly from vendors.
Approval
The city department requesting procurement of a specific commodity and/or service, along with the Procurement Manager, will select the recommended vendor.
Approvals for commodities and/or services require the following approval authorization:
- Greater than $100,000.00 (+): City Council
- $50,000.01 - $100,000.00: City Manager
- $10,000.01 - $50,000.00: Procurement Manager
- $0.00 - $10,000.00: Department Director
Construction Contracts
The Public Works Department located at the Municipal Services Building, 100 S. Myrtle Ave., Room #220, Clearwater, FL, oversees various aspects of construction contracting, including contractor pre-qualification.
Contractors and Consultants
The Public Works Department manages the selection, administration, and oversight of construction as well as multi-year rosters for Professional Engineers, Architects and Construction Managers at Risk. For future opportunities, contact the Public Works Department at (727) 562-4750.
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Surplus Property
The city periodically sells surplus property to the public, including vehicles and miscellaneous items, through contracted auctioneers. Auctions take place either on-site or at the auctioneer's warehouse location.
Need Additional Information?
This webpage provides general information about conducting business with the city of Clearwater. Please note that procedures outlined here may change without prior notice. For the latest or additional information, please contact the Procurement Division.