Supplier (Vendor Bidding) Solicitation Process

Areas of Concentration:: General Policy
Competitive Bid System
Lowest and Best Bidder
Supplier (Vendor Bidding) Application Please use the Commodity Codes in completing the application process
City's Supplier (Vendor) List
Tax Clearance Required
EqualEmployment Opportunity/Affirmative Action
Disadvantaged Minority and Women Business Enterprise (MWDBE) Program

General Policy
City of Kansas City, Mo., Ordinance No. 070264 – Creating a new department to be known as the General Services Department by amending Chapter 2, Administration, Code of Ordinances, by enacting a new section to be known as Division 10, Section 2-421, Establishment, and Section 2-422, Powers and Duties of Director. Section A. That Chapter 2, Administration, Code of Ordinances, is hereby amended by enacting a new section to be known as Division 10, General Services Department, Section 2-421, Establishment, and Section 2-422, Powers and Duties of Director, said section to read as follows: Division 10,Sec. 2-422. Powers and duties of director-generally, the director of the general services department shall be responsible for the management and operation of all — purchasing and contracting. The director shall be responsible for all functions previously performed by the purchases and supplies division of the Finance Department and by the commissioner of purchases and supplies. The director is authorized to perform all functions related to all other types of city contracts. (a) Whenever the term commissioner of purchases and supplies is used in the City’s Code of Ordinances, it shall mean the director of general services or the director’s manager of procurement. (b) Whenever the term purchases and supplies are used in the City’s Code of Ordinances, it shall mean General Services Department.

Competitive Bid System
Non-advertised: Commodities and/or services that total less than $127,000 are procured using the competitive bid system without the requirement of formal advertisement. Non-advertised bids are sent to a reasonable number of approved prospective bidders.

Advertised: All contracts for the purchase or lease of supplies, materials, equipment or services except as otherwise provided by law, when the estimated cost shall exceed $127,000, shall be purchased under formal bid procedures, which includes the requirement to formally advertise the bid prior to the bid opening.

Lowest and Best Bid
In addition to price, the following factors shall be considered in determining the lowest and best bidder: ability to perform; timely performance; character and reputation; quality of prior performance; compliance with bid specifications; compliance with Human Relation Division affirmative action requirements; and compliance with Occupational License and Earnings Tax laws.

City's Supplier (Vendor) List
To be added to the City's Supplier (Vendor) List, send a request to the General Services Department on company letterhead or contact Brian Hernandez at (816) 513-1598 or cell (816) 335-5864.

City of Kansas City, Mo., First Floor
General Services Department/Procurement Services Division
414 E. 12th St. - 1st Floor
Kansas City, MO 64106
Commodity Codes

Tax Clearance Required

Tax clearance information is available by calling (816) 513-1135. The terms and conditions of City contracts require that all contractors/business licensees procure a tax clearance letter demonstrating compliance with the City license and tax ordinances administered by the Revenue Division.

A contractor doing business with the City must provide to the contracting department a clearance letter dated not more than 60 days before the bidder is provided written notice of intent to contract by the City. Clearance letter requests can be made in person at:

Kansas City Finance Department
Revenue Division, Business License Section
City Hall, 2nd Floor West
414 E. 12th St.
Kansas City, MO 64106
Fax (816) 513-1221

or by submission of a Clearance Request Form.

Equal Employment Opportunity/Affirmative Action — (816) 513-1836

The Human Relations Division, Affirmative Action Section, is responsible for ensuring that all vendors and contractors doing business with the City of Kansas City, Mo., are in compliance with the mandates of Civil Rights Ordinance No. 92812. It is the responsibility of all vendors and contractors to maintain a current certificate of compliance. The Human Relations Division is located on the fourth floor of the City Hall.

Disadvantaged Minority and Women Business Enterprise (MWDBE) Program — (816) 513-1836

It is the purpose of the MWDBE Program to maximize opportunities for MWDBE Program firms to participate in construction, professional services, and purchase of equipment and supplies for the City of Kansas City, Mo. This program is supervised by the Human Relations Division located on the fourth floor of City Hall. It is the responsibility of the minority or women owned business to maintain a current certificate.