Bid And RFPs
The City of Marathon has instituted the Demand Star system to provide current information to potential customers, consultants, and other types of vendors, as well as the general public. This system will allow you to receive the information quickly, at your convenience, whenever and wherever you choose, 24 hours a day, seven days a week. All you need is a fax machine or computer with fax capability. Although the City of Marathon office hours are 8:00 am to 5:00 pm Monday through Friday, the Demand Star system is never closed.
Demand Star is an automated vendor list categorized by specific commodity or service offered. Businesses who have subscribed to the vendor list are notified by fax or email whenever a formal sealed bid has been issued for the commodity or service offered by the business. To have your firm placed on the automated vendor list, contact DemandStar.com for details and subscription fees. The application asks for general information about your firm and to list the commodities and services the firm wishes to sell. You may also contact Demand Star at 800-711-1712.
To view the City of Marathon’s bid solicitations click here
Notice of Sole Source Purchase:
The City of Marathon intends to ask the City Council to waive the city’s purchasing policies and procedures and authorize a sole source purchase from Airvac (now the Aqseptance Group) one vacuum collection system vacuum pump replacement spares, in an amount not to exceed $64,852.90 at the February 13, 2024 City Council meeting.
The City of Marathon intends to ask the City Council to waive the city’s purchasing policies and procedures and authorize a sole source purchase from Integrated Controls for upgraded PLC Hardware, Software and required installation services for areas 3,4,6 & 7 Treatment Plants, in an amount not to exceed $326,444.00 at the February 13, 2024 City Council meeting.
In accordance with the City code Sec. 2-184. - Exemptions from competitive bidding:
The following shall be exempt from the competitive bidding procedures outlined in this chapter:
(1) Transactions described in Subsections 2-177(a) and (b) of this chapter.
(2) Contracts for professional services, except for those contracts of more than $35,000.00 for professional services governed by Fla. Stat. § 287.055 (the Consultants Competitive Negotiations Act).
(3) Purchases made under State general service administration contracts, Federal, County or other governmental contracts or competitive bids with other governmental agencies with a substantially similar competitive bidding process.
(4) Purchases arising out of or because of emergencies which shall be defined as a situation, occurrence or matter necessitating immediate or quick action and not permitting adequate time to utilize the competitive bidding process. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, a listing of the item(s) procured under the contract, and the identification number of the contract file. Emergency purchases are further discussed in Subsection (8) herein below.
(5) Under circumstances where time constraints do not permit the preparation of clearly drawn specifications or situations where, after competitive bidding, no bids meeting bid requirements are received, all compliant bids received are too high, or all bids are rejected for failure to meet bid requirements (i.e., bids are noncompliant).
(6) Supplies, equipment or services available from a sole source only may be exempted from the bidding requirements of this chapter by the City Manager upon the filing of a written request by a department head to the City Manager outlining the conditions and circumstances involved, after conducting a good faith review of available sources, finding that there is only one source for the required supply, brand, service, or construction item capable of fulfilling the needs of the City. The City Manager or purchasing agent shall conduct negotiations, as appropriate, as to price, delivery, and terms. A record of sole source procurements shall be available as a public record and shall identify each purchase order and/or contract.
(7) Exempt contractual services and products. Other exempt contractual services and products not subject to the competitive procurement requirements of this Code are listed as follows:
a. Academic program reviews or lectures or seminars by individuals.
b. Artistic services which are original and creative in character and skill in a recognized field of artistic endeavor such as music, dance, drama, painting, sculpture and the like. However, contracts for artistic instructors, coaches and assistants are deemed contractual services subject to the requirements of competitive procurement.
c. Performing artists and entertainers as approved by the City Manager/Purchasing Agent when deemed in the City's best interests, for the benefit of the citizens of Marathon and the general public at any City function.
d. Advertising.
e. Utilities, including, but not limited to, electric, water and telephone.
f. Items purchased for resale to the public.
(8) Competitive proposals shall not be required when a purchase is made for materials, equipment, prefabricated elements and components, appliances, fixtures and supplies, bought under a sales tax saving procedure constituting part of a construction project award, which construction contract has been awarded in accordance with this chapter.
a. As indicated in Subsection 2-177(d), the City Manager is hereby authorized to use his discretion to approve change orders with respect to the utility project in amounts not to exceed $35,000.00 to address emergencies of unforeseen problems that occur between the City Council meetings which would stop or significantly delay the progress of the project provided, however, that this change order shall receive after-the-fact approval at the next scheduled Council meeting. Otherwise, in the event of an emergency situation which requires the immediate purchase of goods or supplies, the following procedures will apply:
1. A state of emergency must be declared by either the President of the United States or the Governor of Florida or Monroe County.
b. Purchases of $35,000.00 or less may be approved by the City Manager without further approval of the City Council and without requirements for advertising and competitive bids.
c. Purchases of more than $35,00.00 may be approved by the City Council at a public meeting without the requirements for advertising and competitive bidding.
In all cases, when purchases have been made under the authority granted above, the responsible department will submit a report to the City Manager documenting the nature, circumstances and declaration of the emergency and the necessity of the purchases. If the purchase would have required Council approval, a report of the entire matter will be forwarded to Council within 30 days of the purchase authorization.
