Conducting Business with the City
The Procurement Services Department is responsible for obtaining products and services that offer best value to the citizens of Clermont. The Department educates and implements all purchasing policies and procedures while directly managing formal solicitations and the disposal of surplus. In addition to the procurement of goods and services, the Procurement Services Department protects the City’s interest through the development and enforcement of written agreements.
The Procurement Services Department utilizes BidSync (www.bidsync.com) for the distribution of solicitation information in an effort to enhance competition, and streamline back office functions. Vendors interested in doing business with the City can receive electronic bid notifications and submit electronic bids to the City.
There is NO FEE to register, receive email or fax notifications, to download the City of Clermont solicitations or submit bids through the online system. By registering with BidSync, vendors will also have access to bidding opportunities from other public sector agencies.
Bid packets may also be obtained by emailing the Procurement Services Director at email@example.com or may be picked up at the City of Clermont Procurement Services Department, 2nd floor, located at 685 W. Montrose Street, Clermont, Florida 34711.
It is the vendor(s) responsibility to check for any addendums that might have been issued before the bid closing date and time.
Goods and services costing less than $5,000 are classified as informal purchasing. While written quotes are not necessary, every effort is made to ensure goods and services are being acquired in the most efficient and cost effective manner.
All purchases for goods and services whose total expected cost if between $5,000 and $14,999 must be accompanied by at least three (3) written quotes. Quotes may be obtained by each department or sent to the Procurement Services Department to process. If at least three (3) written quotes cannot be obtained, a written explanation of such must be provided. These purchases do not require the sealed bid process.
Formal Quote Requests (QR)
Purchases for goods and services whose total expected cost is between $15,000 and $24,999 must be obtained by the Procurement Services Department. The Procurement Services Department will post all formal quotes in BidSync. Award is based on product delivery time, inventory, past performance, and price. These purchases do not require the sealed bid process.
Formal solicitations are defined as Request for Bids (RFB), Request for Proposals (RFP), and Request for Qualifications (RFQ) for the purchase of goods and services exceeding $25,000. All formal solicitations are advertised in the newspaper of general paid circulation which is published at least five days a week in Lake County in addition to advertising in BidSync. The responses must be signed by an individual authorized to sign bids on behalf of the company and must be received in the Procurement Services office no later than the date and time specified. Responses received after the specified date and time are not accepted. Formal solicitation General Terms and Conditions and any special provisions included within the document will take precedence over all others. All formal solicitations are due on Thursdays by 2:00 P.M., unless otherwise specified.
The Request for Bids (RFB) method is utilized when the City is capable of specifically establishing precise specifications defining the actual commodity or contractual services. Responses are received in a sealed bid format, opened and read aloud. Award is made to the respondent who submits the lowest price, the ability and capability to perform the work without delay, experience, and quality of performance of previous contracts.
The Request for Proposals (RFP) method is utilized when the scope of work cannot be specifically defined or when it is not practical or advantageous to procure by competitive sealed bidding. This process allows for negotiation in the scope of requested services, price and delivery.
The Request for Qualifications (RFQ) method is utilized when the acquisition of professional services such as architecture, engineering, landscape architecture or surveying and mapping services. RFQ responses primarily provide information regarding the education and experience of the respondent. RFQs for professional services are subject to the procedures of the State of Florida Consultant’s Competitive Negotiations Act (CCNA).
Request for Information (RFI)
The RFI method is utilized to help gather information about a product or service in order to make a decision. An RFI may also be utilized to collect information about potential suppliers and their capabilities. An RFI may be utilized for any threshold dollar amount.
Disposal of Surplus Items
The Procurement Services Director is responsible for the sale or disposition of property items that have been declared surplus by the City Council. Surplus item returns are maximized by disposing the property through GovDeals (GovDeals), an online public auction.
Tax Exempt Status
The City of Clermont is a political subdivision of the State of Florida and is exempt from sales tax. Exemption certificates will be issued by the Procurement Services Director upon request, if applicable.
For purchasing related questions please contact the Procurement Services Department by phone at 352-241-7350.