Doing Business with the City
A Guide to the Policies and Procedures the City Follows in Procuring Products and Services
Procurement & Contracts
The Clearwater Procurement Division manages the centralized procurement of commodities, services, and construction projects over $10,000 for all city departments. This responsibility includes every aspect of the acquisition process, from defining requirements and selecting vendors to preparing and awarding contracts, as well as overseeing all phases of contract administration, including final disposition.
**** COMING SOON ****
The City of Clearwater is transitioning to a new eProcurement system, OpenGov, for publishing solicitations and receiving vendor responses.
We encourage you to register your account early to start receiving email notifications about Bid/RFP/RFQ opportunities. Registration is completely free for vendors!
Starting October 1, 2024, all City of Clearwater solicitations will be managed through OpenGov. Vendors must be registered to submit responses.
OpenGov Procurement will streamline the process by providing a single online platform for electronic procurement. You will no longer need to mail or deliver hard copies of your responses to the City. The entire process will be handled within the OpenGov system, leading to a more efficient procurement experience.
Notice of Solicitations
Current solicitations are posted on the City’s website at City of Clearwater. However, as mentioned above, transitioning to OpenGov Procurement for notifying contractors, consultants, and vendors about bid, proposal, and qualification opportunities.
The city of Clearwater has partnered with OpenGov and is thrilled to announce our shift from a paper-based bid solicitation process to a fully automated, web-based electronic bidding and vendor management system. Our new e-Procurement Portal will offer the following features:
- Register to bid and receive notifications about future opportunities by selecting “Subscribe” to create an account.
- Track updates to existing solicitations by locating the solicitation and clicking the "Follow" button, which ensures automatic receipt of amendments and addenda.
- Submit questions and receive answers for open solicitations.
- Navigate the process of responding electronically to RFP/Qs, bids, etc., to ensure accurate submissions.
- Access all bid opportunities issued by the organization in one central location.
To get started, click here to sign up. You will receive an email to activate your account. For more details on registration, please refer to our help file here.
There is no cost for vendors to register with OpenGov.
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
Public Works Construction Bid Information
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.
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.
Click here to view the EEOC Title VI nondiscrimination agreements.
Prospective bidders on Engineering Projects must be pre-qualified to submit a bid. The Engineering Department is responsible for the pre-qualification process. The process must be completed and the Contractor's application approved a minimum two weeks (ten business days) prior to the bid opening date. If you have any questions about the bid documents, please contact the Public Works department at (727) 562-4750.
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.