Purchasing
Wherever possible, public procurement encourages a competitive solicitation process. Ethical requirements, coupled with the need to maximize the City’s use of public funds, dictate the use of a competitive bid system. City policy and Florida Statutes Chapter 287 require fair and open competition be the basis of all public procurement. The creation of competition increases the probability of the City receiving an accurate and fair price, while reducing the appearance and opportunity of favoritism, thus inspiring public confidence.
Procurement Policies and Procedures Handbook (PDF)
Request for the Purchase of Materials
Any request for the purchase of materials, equipment, supplies or services is subject to bid. The following criteria is normally used to make this determination:
- Direct purchases are allowed up to $5,000.00 with supervisor approval.
- Written quotations are required on purchases totaling $5,001.00 to $49,999.99.
- Formal, written and sealed bids may be required on purchases totaling $50,000.00 or more.
Sealed Solicitations
Sealed solicitations are encouraged to be submitted through the City's e-Procurement Portal. Sealed Solicitation Responses will also be received in the General Services Department at 75 King Street, 4th Floor, Lobby D in St. Augustine, FL, at the designated date and time set forth in the solicitation invitation. All formal, sealed, competitive solicitations are opened publicly and evaluated by staff members involved in the use of the materials on solicitation, as well as the Director of General Services.
All departments are asked to give careful consideration to prices, quality of materials services, the responsibility of respondents, and other factors consistent with good procurement practices when developing their recommendations
Click here for a step-by-step guide to Vendor Registration using the City's Procurement Portal.
At a minimum, Contractor shall acquire and maintain until completion of the Work the insurance coverage listed below, which constitutes primary coverage. Contractor shall not commence the Work until the City receives and approves Certificates of Insurance documenting required coverage. Contractor’s General Liability policy shall include Endorsement CG 20101185, or equivalent, naming the City of St. Augustine (“City”) as Additional Insured. All required policies shall include: (1) endorsement that waives any right of subrogation against the City for any policy of insurance provided under this requirement or under any state or federal worker’s compensation or employer’s liability act; (2) endorsement to give the City no less than thirty (30) days notice in the event of cancellation or material change. Certificates of Insurance must be accompanied by copies of the requested endorsements.
Any deductibles or self-insured retentions above $100,000 must be declared to and approved by the City. Approval will not be unreasonably withheld. Contractor is responsible for any deductible or self-insured retention. Insurance must be placed with insurers having an A.M. Best rating of A-V or greater. City receipt of insurance certificates providing less than the required coverage does not waive these insurance requirements. Any statutory change to sovereign immunity limits will automatically amend the required insurance amounts to, at a minimum, match the sovereign immunity limits.
- (a) Workers’ Compensation Insurance. Workers’ compensation and employer’s liability coverage, including maritime workers compensation, if applicable, in not less than the minimum limits required by Florida law. If Contractor claims an exemption from workers’ compensation coverage, Contractor must provide a copy of the Certificate of Exemption from the Florida Division of Workers’ Compensation for all officers or members of an LLC claiming exemption who will be participating in the Work. In addition, Contractor must provide a completed City “Affidavit (Non-Construction)” for non-construction contracts. Contractor is solely responsible for compliance with any Federal workers’ compensation laws such as, but not limited to, Jones Act and USL&H Act, including any benefits available to any workers performing work on this project.
- (b) General Liability. Commercial General Liability Insurance on an “Occurrence Basis,” with limits of liability not less than $1,000,000/$2,000,000, for personal injury, bodily injury, and property damage. Coverage shall include: (1) contractual liability, (2) products and completed operations, (3) independent contractors, and (4) property in the care, control, or custody of the Contractor. Extensions shall be added or exclusions deleted to provide the necessary coverage.
- (c) Automobile Liability. Minimum limits of $100,000/$300,000/$50,000.
**If applicable, the following additional coverage may be required, depending upon the nature of the Work.
- (**) “Builder’s Risk” Property Insurance. Coverage amount shall be sufficient to insure the completed value of new project construction.
- (**) Maritime Workers’ Compensation insurance may be required if the work involves maritime activities, such as underwater diving, or work adjacent to navigable waters.
- (**) Watercraft Liability. $300,000 for bodily injury and property damage.
- (**) Pollution/Environmental Impairment Liability Coverage. Not less than $500,000 per occurrence and/or aggregate combined single limit, personal injury, bodily injury, and property damage.
- (**) Professional Liability. (Per claim) $500,000 single limits.
Questions
For questions, email Sharon Whitener, or call her at 904-209-4305.