Frequently Asked Questions

Procurements between $1,000 and $5,000 (Professional Services) or $1,000 and $20,000(Consumables/Equipment) – Authorized persons may make procurements that are $1,000, but less than $5,000 and $20,000 respectively after obtaining three price quotations and receiving written approval from his/her department director and the purchasing agent on a form or in a format prescribed by the purchasing agent.
Procurements greater than $5,000(Professional Services) and $20,000(Consumables/Equipment) are competitive sealed bids – All purchases anticipated to exceed $5,000 and $20,000 respectively shall be formally bid except as otherwise stated in the Procurement Policy.
Any procurement with an estimated cost of $5,000 or more is advertised in the Public Notice section of the local newspaper.

If the procurement is being funded by federal funds they are also advertised in minority newspapers.

It is a list of prospective bidders, categorized by commodities and services. The bidders’ list is the source list used by the Purchasing Division for the solicitation of bids.

To apply, the vendor should complete the Vendor Registration Application and W-9 form, listing all commodities and services on which requests for bids are desired. The completed and signed form must be returned to the Purchasing Office at the address printed on the form. A list of products, brands, and services that are provided by the vendor may be submitted with the application. It is the vendor’s responsibility to notify the Purchasing Division of any changes in its ownership, officers and/or address at the time the change occurs.

The vendor’s name will be placed on the active bidders’ list for the service, commodity, or equipment classification requested.

Invitations for Bids, or some other method of solicitation, will be sent to those vendors appearing on the bidders list.

Purchase orders are issued to officially authorize purchases for various City departments. The City of St. Joseph may not be held responsible for payment of purchases made without an official purchase order number.

Any person may review the specifications for advertised procurement in the Office of the Purchasing Agent any time during normal business hours, Monday thru Friday from 8:00 a.m. until 5:00 p.m., or they may view bids online.

It is an addition or supplement to a document, for example, items or information added to an IFB, that should be taken into consideration in submission of a bid.

Bid security guarantees that the successful bidder will accept the purchase order or contract if offered and furnish the commodities or services as stated in the bid. Failure to accept the contract and/or furnish the commodities or services offered will cause the amount of the bid security to revert to the City.

Normally bid security is requested to be 5% of the base bid, but there are instances, such as price agreements, where the City requests a flat amount. If bid security is required, the amount will be stated in the Invitation to Bidders.

At the time the bid is submitted, the bidder must furnish a bid security in the form of a bond, certified check or bank draft in the amount required, made payable to the City of St. Joseph.

Bid security of unsuccessful vendors will be returned after the award is made. If a performance bond is required in the Invitation for Bid, the successful bidder’s security will be held until a performance bond in the amount stated in the Invitation for Bid is received by the Purchasing Division.

The formal process in which sealed bids are opened at the time and place specified in the Invitation for Bids and recorded.

The City has a Compliance Technician who can answer questions pertaining to Prevailing Wage Laws and Rates. The Compliance Technician is located at City Hall in Room 201 or by calling 816-271-4696.

A performance bond guarantees full performance of all obligations imposed upon the bidder by the purchase order or contract with the City. Performance bonds are required for all construction contracts and on some service contracts. If a performance bond is required it will be listed in the Invitation For Bidders.

If the bidder fails to perform any obligations the City may recover from either the bidder or surety company (or both) any and all damages suffered because of the breach of contract.

Bids are rejected for various reasons, the most common are: no signature on the Invitation For Bidder page, addendums not acknowledged, no bid bond submitted or the bid was received after the specified date and time.

Contact the Purchasing Division at 816-271-5330, we will fax a bid tabulation, or you may view the results online.

Once bids are publicly opened a vendor can review the bid file in the Purchasing Division, Monday thru Friday, from 8:00 a.m. – 5:00 p.m.