Ben Calia, Assistant County Administrator/Purchasing Director
Clay County Purchasing Department
1 Courthouse Square
Liberty, Missouri 64068
phone: 816.407.3630 (new)
fax: 816.407.3601 (new)
E-Mail: purchasing@claycogov.com
Monday through Friday, 8:00 AM to 5:00 PM.
Our main line has changed, please see the new number above.
The Clay County Purchasing Department provides the approved, and budgeted, required goods and services, when and where needed, in the proper quantity and quality, deriving the maximum value per tax dollar invested, and assuring that all vendors who wish to do business with the County have equal opportunity and impartial treatment in compliance with the legal requirements of the State of Missouri and the County of Clay.
Laws & Ordinances as pertaining to the purchasing of goods and services through Clay County
2008 Surplus Auction Information
Missouri Department of Labor Standards
Doing Business with the County through OnVia DemandStar
as pertaining to the purchasing of goods and services through Clay County
Code of Ordinances - excerpt, with amendments
Missouri Revised Statutes, Chapter 290 - Wages, Hours and Dismissal Rights
Obtain through:
Missouri Division of Labor Standards
P.O. Box 449
Jefferson City, MO 65102
phone: (573) 751-3403
Introduction
Welcome vendors! Clay County continues to seek new sources of supply and to
expand our vendor database. This guide has been designed to explain the purchasing
process and to provide vendors and the public with an overview of the methods
used by Clay County's Purchasing Department to provide the commodities and
services required by the various Offices and Departments within the County.
Clay County's procurement process is designed to ensure fair and equitable
treatment of all vendors and individuals who deal with the Procurement system.
The Purchasing Department is responsible for ensuring that the procurement
process is efficient, effective, and fair and that tax dollars are spent wisely.
On behalf of all of the Clay County offices and departments, all competitive
bids and requests for proposals are issues through the Purchasing Department
located at 1 Courthouse Square, Liberty, MO 64068.
VENDORS, PLEASE BE ADVISED IF YOU PROVIDE GOODS AND/OR SERVICES FOR CLAY COUNTY
WITHOUT A PURCHASE ORDER OR CONTRACT, YOU DO SO AT YOUR OWN RISK AND HAVE NO
ASSURANCE OF PAYMENT.
The principal objective of the Purchasing Department is to purchase the equipment,
materials, and services as required by the County Offices and Departments while
at the same time to maximize, to the fullest extent practical, the purchasing
value of public funds of the County. All major purchases are made through a competitive
system of formal and informal bidding. This ensures that purchases are awarded
to the lowest, most responsible and responsive bidder in compliance with the
bid specifications, terms and conditions.
This guide contains the information you need to understand the process of selling goods and/or services to Clay County. If you require additional information, please call (816) 792-7600.
NOTE: The 2008 Surplus Auction will take place May 10, 2008.
Clay County's current Auctioneer provider is Easley 210 Auto Auction in Orrick, Missouri.
You can check directly with Easley 210 Auto Auction for more information.
Randy Easley
Easley 210 Auto Auction
Address: 7268 Breashears Road
Orrick, MO 64077
Business: 816-770-5512
Fax:816-770-3986
News: Demandstar introduces new extended supplier program
The Purchasing Department of Clay County, Missouri has instituted the DemandStar system to provide current information to potential contractors, consultants, and other types of vendors, as well as the general public.
The system allows you to receive the information quickly, whenever and wherever you choose, 24 hours a day, seven days a week. All you need is a fax machine and/or computer.
Although the Purchasing Department office hours are 8:00 AM to 5:00 PM Monday through Friday, the DemandStar.com system is never closed.
If you do not have access to a fax machine and/or computer you can contact
the Purchasing Department to request a bidding document be mailed to
you.
Vendors can subscribe with DemandStar at www.demandstar.com or by calling
800.711.1712. Vendors choosing not to subscribe to the DemandStar system
can download bid
documents by registering with DemandStar. There is a download fee of $5.00 per bid/proposal.
Vendors that have paid the fee may download the same bid/proposal at no cost at a later date.
Who should use this system?
- Individuals and businesses wanting to become a vendor or supplier for Clay
County
- Established vendors who need to update their information to remain competitive
- Vendors who want to obtain copies of Bids and Request For Proposals (RFPs)
- Vendors who want to know the status of Bids and RFPs
- Vendors who want to find current Clay County Purchasing Department agenda
items for the County Commission
- Vendors who need detailed information about Clay County's Purchasing Code
and Procedures
What type of information is available on the system?
- Legal advertisements, mail order request forms, bid/RFP addendum, bid tabulation
sheets and vendor pick-up lists are available along with the following:
- Current Procurement Listings
- Formal Contracts and Construction Bids
- Straight Bids
- Annual Bids
- Requests for Proposals (RFPs)
- Professional Service Requests for Proposals (RFPs)
- Current Award Recommendations and Current Commission Agenda Items
How To Use The DemandStar System
Using the DemandStar system is easy. There are several methods to receive notifications:
E-Mail Broadcast
DemandStar.com offers an e-mail notification of bid opportunities for those who prefer to receive information electronically.
Vendors that don't want to subscribe to DemandStar can (just) register with them for free notifications; however should a vendor wish to download information there is a $5 download fee per bid/proposal. Vendors that have paid the fee may download the same bid/proposal at no cost at a later date. NOTE: For those vendors who subscribe to DemandStar there is no download fee per bid/proposal.
Fax Broadcasting
When a new bid or RFP is developed by the agency, the information is sent to
the office via e-mail. This information typically includes the legal advertisement.
Microsoft Word™ templates are supplied to help develop the bid invitation
or RFP notice and to ensure a consistent look to all the documents.
Using the commodity codes listed in the notice, the database is queried for
vendors who supply those services or goods. The legal advertisement is then
sent by e-mail or fax broadcast to those vendors.
Hundreds of announcements go out effortlessly, with no printing, processing,
or mailing costs, and a report telling who received the e-mail or fax is automatically
generated.
Last minute cancellations of pre-bid conferences, changes in opening dates,
or other addenda can be handled immediately. No more expensive overnight mail
charges.
Fax-On-Demand
Fax-On-Demand allows vendors access to the information they want, when they
want it, with no manual intervention necessary.
The DemandStar.com service never closes, and vendors appreciate the ability to
access information after hours and on weekends and holidays. Any type of printed
information can be made available on the system. Items typically stored on a
procurement system include:
- Current bids, RFPs, formal contracts and other solicitations.
- Vendor registration, updates and commodity code listings.
- Purchasing department codes and procedures.
- Miscellaneous forms.
- Documents too lengthy to fax can be mailed by request.
Document Numbering
Where xxx is the bid or RFP number, documents are numbered as follows:
xxx1 - Legal advertisement
xxx2 - Published "short list" for the project.
xxx3 - Mail Order Request Form for Bid/RFP/PS package
xxx4 - Bid Tabulation sheet for that particular project
xxx5 - List of all vendors who have received the bid package.
xxx61 - 1st addendum to this bid
xxx62 - 2nd addendum to this bid, and so on.
For example, to find out who has received bid packages for BID #98-301-CO, simply
request document number 3015.
Other Commonly Requested Numbers:
100 - Current Procurement List
101 - Historical Listing of Bids with IOD
Should you need further assistance, please contact DemandStar.com, Inc. at
1.800.711.1712
or send an e-Mail to: info@demandstar.com .
© 2008 Clay County, Missouri.
Clay County Offices
1 Courthouse Square
Liberty, Missouri 64068
phone: 816.407.3600 -
fax: 816.407.3601
Contact Clay County
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