Purchasing

Our mission is to support all County departments by ethically and cost effectively procuring quality products and services while following the guidelines established by the State of Missouri and Clay County to protect the public funds entrusted to us by the citizens we serve.

Opportunities

Please use the menu on the right side to access the various solicitation and contract award information made available by the Clay County Purchasing Department. Businesses new to Clay County should consult the following web page: Doing Business in Clay County.

Important Notice for Vendors:

PLEASE BE ADVISED THAT IF YOU ARE A CURRENT VENDOR WHO PROVIDES PRODUCTS AND/OR SERVICES FOR CLAY COUNTY WITHOUT AN AUTHORIZED PURCHASE ORDER OR CONTRACT, YOU DO SO AT YOUR OWN RISK AND HAVE NO ASSURANCE OF PAYMENT.

Note:

The contract expresses the complete agreement of the parties and performance shall be governed solely by the specifications and requirements contained therein.

Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the vendor and Clay County prior to the effective date of such modification. The vendor expressly and explicitly understands and agrees that no other method and/or no other document, including correspondence, acts, and oral communications by or from any person shall be used or construed as an amendment or modification to the contract.

A notice of award issued by Clay County does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with services. Before providing equipment, supplies and/or services for Clay County, the vendor must receive a properly authorized purchase order or other form of authorization given to the vendor at the discretion of the Clay County entity.

Solicitation: An Invitation For Bid (IFB), a Request For Proposal (RFP), a Sole Source (SS), a Request For Qualification (RFQ) or any document used to obtain information for the purpose of entering into an Agreement as issued by the Clay County Purchasing Department.

Awarded Solicitations

Current Solicitations

SS 28-23 Cityworks Software by Azteca Systems, LLC, a Trible Company

RFP 35-23 Airport Fixed Base Operator

OPEN COMPETITION:

It shall be the Vendor's responsibility to ask questions, request changes or clarification, or otherwise advise the Purchasing Department if any language, specifications or requirements of a solicitation appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the solicitation document to a single source. Any and all communication from Vendors regarding specifications, requirements, competitive solicitation process, etc.

SUBMITTAL INSTRUCTIONS:

Print or type the Solicitation Number, IFB/RFP/RFQ, etc. Title and Return Due Date (also referred to as “Closing Date”) on the lower left-hand corner of the envelope or package. Sealed Solicitations must be submitted electronically or delivered to the Clay County Purchasing Department prior to the return closing date and time.

U.S. Mail/Courier Deliver To: Clay County Purchasing Department, 16 W. Franklin Street, Liberty, Missouri 64068

Emailed Solicitations will not be accepted. Solicitatons must be submitted through Public Purchase.

Solicitations which are not received in the Purchasing Department prior to the official closing date and time shall be considered late, regardless of the degree of lateness, and will not be opened, unless extraordinary circumstances are involved.

Laws and Ordinances

Terms & Conditions

The link below includes contractual requirements and provisions that will govern the contract after award. The contents of this section include mandatory provisions that must be adhered to by Clay County and the vendor unless changed by a contract amendment. All returned solicitation responses shall include the signed Contract Terms and Conditions Acknowledgement Form, which can be located in the Solicitation Package.

Contract Terms and Conditions (pdf)

Vendor Registration

Individuals and companies may register with Public Purchase for goods and services.

Public Purchase

The Purchasing Department of Clay County, Missouri has instituted the PublicPurchase system to provide current information to potential 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 PublicPurchase System is never closed. This system allows for electronic submission of Solicitation Responses.

Vendors can subscribe with Public Purchase at https://www.publicpurchase.com. If the vendor does not want to subscribe/register with Public Purchase, then vendor may submit a response by hard copy.