City of St. Cloud, Florida - Official Website

Mission Statement
Our mission is to preserve the public trust, adhere to integral ethical behavior, appropriate laws, regulations and procedures; and achieve excellent procurement services, while maintaining adequate support of the City’s needs for materials and services by meeting performance and delivery requirements at the most cost effective price. This mission shall be accomplished through technological advancements, improved procedures, education for our employees, training for our user departments, and affording all vendors equal opportunities to compete on equal terms.

Vision Statement

Our vision is to be a leader in government procurement by establishing standards that are on the cutting edge, to improve business processes, and reduce taxpayer costs, while providing outstanding customer service to our internal and external customers.

To visit the Finance Department website, please click below:
Finance Department

Competitive Bids Requirements

All purchases in excess of $3,000 and up to $25,000 for an item or group of items shall be made in the open market on a competitive bid basis without newspaper advertisement. All open market purchases shall, whenever feasible, be based on at least three competitive bids, verbal, written or electronically transmitted, submitted by responsive and qualified vendors, and shall be awarded to the lowest responsible and responsive bidder in accordance with the standards established in this Policy. Quotes shall be recorded and maintained as a public record.

Open Market - All purchases less than $3,000 shall be made on the open market after establishing that prices are competitive, however, quotes will not have to be received nor recorded in writing. If the Purchasing and Materials Management Division receives a requisition for the same item(s) that was purchased previously, within a time frame that all prices are still firm and irrevocable, competitive bidding may not be practical, and the Purchasing and Materials Management Division may elect to award the new request on the same basis without further solicitation of quotations.

All bids shall be kept in the strictest possible confidence until they are entered into the public record. However, the City cannot guarantee the confidentiality of a bid received by electronic transmission. Bidders who use this method do so at their own risk and the City shall be held harmless in the event that a complaint arises.

Invitation to Bid (ITB)

Request for Proposals (RFP) - Solicitation of three (3) or more offers to supply goods or services at a stated price and in full compliance with specifications and conditions. All purchases in excess of $25,000 for an item or group of items shall be made by first securing three (3) or more sealed competitive proposals or bids. This shall in no way be construed as limiting the number of bids or proposals solicited; it being intended that as many competitive bids or proposals be secured as possible consistent with good purchasing practices.

Request for Proposals (RFP)

This is a sealed response to a request for proposals for purchases in excess of $25,000. Consists of all documents, whether attached or incorporated by reference, utilized for soliciting proposals. The RFP may become a part of the purchase order.

Request for Qualifications (RFQ)

Requires a vendor to provide a formal substantiation of credentials, certifications and qualifications, which demonstrate capability in all respects to perform fully the contract requirements. Among the factors to be considered in an RFQ are competency, adequacy of personnel, past record, and experience of the business or person.

Request for Quotes

Required for purchases in excess of $7,500 but less than $25,000 must be processed through Purchasing with a QUO number assigned.

Procurement Card

Procurement cards are utilized by the City in an effort to expedite payments to our vendors and provide internal customers with the ability to make purchases within the City’s established guidelines.

Fixed Assets

All capital assets over $1,000 in value are tracked by property control tags and managed through a central database. An annual auction is held to dispose of obsolete and surplus items upon approval by the City Council.

Warehouse

The Division of Purchasing and Materials Management operates a full service warehouse providing internal customers with immediate product availability.

General Information * Doing Business With The City of St. Cloud
Vendor Information Profile Application
Vendor W-9 Form * Bid Postings * Notice of Intent
Sales Tax Exemption Form * ACH Authorization Form

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