PROCUREMENT GUIDELINES:
The City acquires goods and services through established competitive procurement methods, managed by the Procurement Officer, in accordance with the thresholds below:
- Small Purchases: The use of Purchasing Cards (P-Cards) is subject to specific spending limits: $5,000 for Department Directors, $2,500 for supervisors, and $1,500 for all other employees.
- Informal Quotes: Three (3) written quotes are required for purchases that exceed $5,000 but are less than $35,000.
- Competitive Solicitations: For procurements of $35,000 or more, formal competitive solicitations, such as Invitations to Bid, Requests for Proposals, and Requests for Qualifications, are utilized and published to QuestCDN.com.
- Contract Purchases: The City may utilize national cooperative contracts as well as piggyback contracts, which allow the City to make purchases from current contracts awarded by other governmental agencies at or below the unit prices offered in their bid documents, when doing so is determined to be in the City’s economic best interest.
BIDS: After the bid opening, the project manager or their designee will review and evaluate the bids received to determine which meet the requirements and criteria set forth in the solicitation package and which is the lowest responsible and responsive bid.
PROPOSALS: After the proposal opening, the Procurement Officer will send the Selection Committee proposals received and schedule an initial meeting for the Selection Committee to meet, discuss, & perform preliminary rankings of the proposals to determine which firms will be invited back for presentations, if requested.
Selection Committees must conduct evaluations in a publicly noticed meeting open to the public; however, when hearing presentations from the shortlisted firms, these meetings are subject to exemption from the open meeting requirements under section 286.011, Florida Statutes.
Click on the following link to view the City’s Purchasing Policies and Procedures:
Purchasing Policies and Procedures PDF
The City of Gulf Breeze adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to City services, programs, and activities. Please call 850.934.5115 for further information. Requests should be made at least forty-eight (48) hours in advance of the event in order to allow the City time to provide the requested services.
Contact is not allowed with City Council members or City Employees from the advertisement date until the City Council approves the final contract for the project. Any timely filed protest will stay the award of the contract, and this “cone of silence” will remain in effect until the protest is resolved and the award becomes final.
New Vendors:
All new vendors must provide a completed W-9 to Accounts Payable, along with payment and contact information if it differs from the information listed on the W-9.
All invoices must be addressed to:
City of Gulf Breeze
Attn: Accounts Payable
P.O. Box 640
Gulf Breeze, FL 32562-0640
The City is a tax-exempt organization. Taxes included in error will be deducted from payment.
Invoice Requirements
When possible, invoices should include:
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Name of the person placing the order
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Delivery date and location, or the date services were provided
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Contract reference, if applicable
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Purchase Order number, if applicable and required for purchases over $1,000
Understanding Our Payment Process
As a municipality, the City is responsible for safeguarding taxpayer resources and must follow applicable statutory procedures and local ordinances when disbursing funds. To ensure timely processing, invoices must be properly approved and must clearly identify the specific charges being billed. Statements showing only a total balance due, without listing the individual invoices that make up that balance, cannot be processed for payment. The City cannot guarantee prompt payment for invoices left with field staff, department staff, or mailed to locations other than Accounts Payable.
Questions, concerns, or requests for additional information may be directed to:
Spring Renton, PPA
850.203.6039
[email protected]
