Doing Business with the City of Hardeeville

The City has both formal and informal procurement procedures. Informal procedures are used when the City makes purchases less than $25,000 and formal procedures are used when purchases exceed $25,000.

Formal Procedures


There are two types of formal procedures: Competitive Bidding and Competitive Selection.

Competitive Bidding


Competitive Bidding is used to procure labor, materials and supplies in excess of $25,000. The major features of Competitive Bidding include:
  • 5% Local Hardeeville (City Limits) preference for Material and Supply purchases
  • Bid Security usually in the amount of 5% of the bid price is required
  • City Council approval is required if the contract is greater than $25,000
  • Contract award is based on lowest responsive and responsible Bidder
  • Contractor may be required to provide Performance and/or Payment Bonds
  • General liability and workers' compensation insurance is required
  • No negotiation of contract terms is permitted
  • Use of Specifications which include standard "boilerplate" and technical requirements

Competitive Selection


Competitive Selection is used for professional or unique service in excess of $25,000. The major features of Competitive Selection include:
  • 5% Local Hardeeville (City Limits) preference
  • City Council approval is required if the contract is greater than $25,000
  • Contract award is based on a variety of factors e.g. experience of firm, experience of project team, references, price
  • Negotiation of contract terms is permitted
  • Professional Errors and Omissions Insurance as well as general liability and workers' compensation insurance is required.
  • Use of Request for Proposals/Request for Qualifications

Informal Procedures


Informal procedures are used whenever the City contracts for labor, materials, supplies or services less than $25,000. Some of the features of informal procedure include:
  • 5% Local Hardeeville (City Limits) preference
  • General liability and workers' compensation insurance may be required.
  • Informal quotations can obtained via fax or email. Three quotes are required for purchases over $500.
  • Selection may be based on criteria other than price.

Purchase Orders


The City makes purchases through the issuance of a purchase order. Purchase orders are approved and issued by the Finance Department. Each purchase order indicates what is being purchased, the price and terms and conditions. For purchase orders, the standard payment terms are net 30.

For more information, view our Purchase Order Terms and Conditions (PDF).

How to Introduce Your Product or Service


The first place to start is with the Finance Department. Staff is available to explain the City's purchasing procedures as well as to assist in getting you on the qualified vendor list. Often times, you will be provided names and telephone numbers of people in the various city departments who utilize your specific goods or services.

How to Find Out About Bid Opportunities


The first place to start is with the Finance Department. Staff is available to explain the City's purchasing procedures as well as to assist in getting you on the qualified vendor list. Often times, you will be provided names and telephone numbers of people in the various city departments who utilize your specific goods or services.

The Finance Department lists upcoming and current bids for contracts in excess of $25,000. The City makes many purchases less than $25,000 that the best way to find out about these purchases is to remain in contact with the Finance Department Office and the various user departments.