Conducting business with the city
The Purchasing Division is the central buying department for the City of Clermont. The Purchasing Manager is responsible for the administration of the division and reports to the Adminitrative Services Director.
The duty of the Purchasing Division is to locate and secure supplies, equipment and services when needed, by various departments within the City of Clermont. Competitive prices are obtained through a standardized solicitation process in accordance with Florida Statutes.
Informal purchasing may be used for the purchase of goods and services costing less than $1,000. While written quotes and bids are not necessary, every effort is made to ensure that goods and/or services are being purchased in the most efficient and cost effective manner.
Purchases of goods and services costing from $1,000 to $9,999 are required to have three written quotes. Request for quotes may be solicited via telephone, fax, or email and may also be posted on the City’s website. Vendor selection and award shall be based on qualifications of the vendor, acceptability of the product, delivery of time, past performance, price and any other circumstances that will encourage delivery of the best products and services to the City.
Formal solicitations are used for the purchasing of goods and services exceeding $10,000. The solicitations will be advertised in a newspaper of general circulation for two consecutive weeks and on the City’s website. Solicitation information may be downloaded directly from our website or collected with advance notice at the City of Clermont Purchasing Office. The office is located on the 2nd floor of City Hall at 685 W. Montrose Street, Clermont, FL 34711. It is the respondent(s) responsibility to check for any addendums that might have been issued before the solicitation due date and time.
The Request for Bids (RFB) method will be used when the City is capable of specifically establishing precise specifications defining the actual commodity or contractual services.
The Request for Proposals (RFP) method will be used 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 used in the acquisition of professional services such as architecture, engineering, etc. 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).
The Request for Information (RFI) method is used to help gather information about a product or service in order to make a decision. An RFI may also be used to collect information about potential suppliers and their capabilities.
All suppliers performing work on City property or public right-of-way shall provide the City with a certificate of insurance evidencing the coverage provisions identified by the City. The certificates must list the City as an ADDITIONAL INSURED and shall have no less than thirty (30) days written notice of cancellation or material change. All insurance companies and coverage's must be authorized to transact business in the State of Florida and must be acceptable to the City of Clermont. Insurance requirements are included in the applicable solicitation document.
Code of Ethics
The City is committed to a purchasing process which fosters fair and open competition, is conducted under the highest ethical standards, and enjoys the complete confidence of the public. To achieve these purposes, the City subscribes to the following code of ethics:
- The City will avoid unfair practices by granting all competitive respondents equal consideration insofar as State, Federal, County, and City regulations require.
- The City will conduct business in good faith; demanding honesty and ethical practices from all participants in the purchasing process.
- The City will promote positive respondent and contractor relationships by affording respondent representatives courteous, fair, and ethical treatment.
- The City will make every reasonable effort to negotiate equitable and mutually agreeable settlements of controversies with a respondent.
- The City will avoid involvement in any transactions or activities that could be considered to be a conflict between personal interest and the interests of the City.
Employees must not become obligated to any suppliers and shall not participate in any City transaction from which they may personally benefit. Except as may be authorized by applicable State law, no Council Member or employee shall accept gifts or benefit of any kind from prospective bidders, vendors or suppliers as well as bid for or enter into any contract for City purchase.
The avoidance of actual or perceived conflicts of interest is a prerequisite to the efficient and sound operation of the City and maintenance of the public trust.
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 Purchasing Manager upon request, if applicable.
The City of Clermont complies with all statutory requirements and compliance standards of public records as per Chapter 119, Florida Statutes.