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What is a Bidder’s List?
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.

How do get on the Bidder’s List?
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.

What happens after I submit my Vendor Application?
The vendor’s name will be placed on the active bidders’ list for the service, commodity, or equipment classification requested.

How is the Bidder’s List Used?
Invitations for Bids, or some other method of solicitation, will be sent to those vendors appearing on the bidders list.

What is my responsibility as a Bidder?
The City of St. Joseph has a decentralized purchasing department. It is the responsibility of the bidder to contact each City department in order to be contacted for informal quotations. It is the bidder’s responsibility to review the Public Notice Section.

What is a purchase order?
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.

What type of bids are advertised and where?
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.

Can I review specifications?
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.

What is an addendum?
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.

What is a bid security?
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.

Is bid security a set amount?
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.

If bid security is required how should it be submitted?
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.

Will my bid security be returned?
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.

What is a bid opening?
The formal process in which sealed bids are opened at the time and place specified in the Invitation for Bids and recorded.

Who do I contact if I have a question or complaint about Prevailing Wage?
The City has a Compliance Auditor who can answer questions pertaining to Prevailing Wage Laws and Rates. The Compliance Auditor is located at City Hall in Room 107 or by calling (816) 271-4788.

What is a performance bond?
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.

What happens if a vendor fails to perform?
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.

What does it mean when a bid is rejected?
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.

How do I get the results of a bid?
Contact the Purchasing Division at (816) 271-4696, we will fax a bid tabulation.

Can I review bids submitted by other vendors?
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.

Am I required to have a business license?
You will need to contact the Customer Service Division at (816) 271-4756.

Where do I purchase a garage sale permit?
Garage sale permits can be purchased at City Hall, 1100 Frederick Avenue in Room 107.

Where do I purchase Missouri license plates or get a Missouri driver’s license?
You may obtain a driver’s license or vehicle plates from the Missouri Department of Revenue, 525 Jules Street, St. Joseph, Missouri . If you have any questions call (816) 387-2225.