Office Hours  || Visits  || Commodities Bidding Procedures  || 

Non-Professional Services Bidding Procedures || Bid Results  ||

Professional Services Bidding Procedures || Can Bids Be Faxed? || 

Bond & Insurance Requirements || Kirkwood's Tax Exempt Status  ||

How Can I Get On The Bidder's List? || Are Bid Openings Public?  ||

Listing Of Current Bids For Commodities & Services  ||

Criteria Used To Award Bids || Bid Award Notification  ||

What About Hazardous Materials?  ||

What are the department hours?

The purchasing department is open for business from 8:00 AM until 5:00 PM Monday through Friday, except for observed holidays.

When may I visit?

Sales representatives are a valuable source of information in obtaining bids, specifications, product improvements, and state-of –the-art innovations.  We also value the assistance provided in resolving delivery and billing issues.  In order that we may productively utilize our time and yours, we recommend that you call for an appointment.

What are your bidding procedures for commodities and non-professional services?

We have two types of bidding procedure for commodities and non-professional services: informal bids and formal bids. Informal bids may be either written or oral, depending on the expenditure amount. Although a sealed bid technique is not used for informal bids, all informal quotations are made on a competitive basis, securing quotes from at least three (3) vendors whenever possible. Informal bids for expenditures between $1,500 and $3,000 require three verbal quotations.  Informal bids for expenditures over $3,000 and less than $7,500 require a minimum of three written bids, which can be submitted via fax or mail. They may also be hand delivered.

Formal bids are required for expenditures of $7,500 or more.  The bids must be submitted in a sealed envelope to the Purchasing Department Office, 212 S. Taylor Avenue, Kirkwood, MO 63122. They must be received and stamped in the purchasing department before the time and date stated in the bid request. Bids received after the time and date requested will be returned unopened and will not be considered. All submitted bids must state clearly on the outside the vendor’s name and address, bid number, due date and bid opening time.

What are your bid procedures for professional services?

We have several classifications for professional services.  They are as follows:

Class A – Class A Services are those that require an expenditure of $10,000 or more. Services for projects where fees will exceed $10,000 requires contacting at least five (5) firms, when possible, for an “Expression of Interest”. After the “Expressions of Interest” are reviewed, three detailed proposals shall be requested, when possible. Requests for an “Expression of Interest” and detailed proposals may be requested simultaneously.

After reviewing detailed proposals, the Selection Committee shall make a recommendation to the Chief Administration Officer for the approval or rejection of the proposals. The Council had the right to approve or reject any and all Proposals.

Class B – Services where fees are between $5,000 and $10,000. Three written proposals are required, when possible, and may be solicited by mail or phone. After reviewing the proposals, the selection committee makes a recommendation to the Chief Administrative Officer for approval or rejection.

Class C – Services for less than $5,000 may be made by the director of the using department, without soliciting competitive proposals upon approval of the Chief Administrative Officer.

Class D – Maintenance service, where the costs are less than $5,000, may be made by the director of the using department without soliciting competitive proposals.

Can formal bids be faxed?

No, all formal bids MUST be submitted in sealed envelopes which clearly display the bid number, vendor name, and time and date for the bid opening.

What about bond and insurance requirements?

Bonds and insurance may be required for various procurements. The City attempts to only require bonds and insurance to meet statutory requirements or when complex purchase warrants them to protect the City’s interests. When required, all bond and insurance requirements will be specified in the bid solicitation.

How can I get on the bidder’s list?

You can register on-line by clicking on the “Getting on the Bidder’s List” link.  You may also send in your request via fax to (314) 984-5975 or mail your request to the purchasing department.  Be sure to include the item(s) you wish to sell as well as complete company information.

Where is a listing of the current bids for commodities and services listed?

A listing of all open bids is posted on our office board at 212 S. Taylor Avenue and is available on the purchasing department’s page under “current open bids.”

Is the city tax exempt?

The City of Kirkwood does not pay sales tax and all tax-exempt information is provided with the purchase orders and contracts.

Are bid openings public?

Unless otherwise stated in the bid documentation, all formal bids are opened publicly in the purchasing department, located at 212 S. Taylor Avenue, Kirkwood, Missouri, on the date and at the time shown on the Invitation for Bids.

The Purchasing Departments representative presides over the bid openings.  Representatives from other City departments may be in attendance.  The designated representative shall read the bid price, as well as any other information deemed pertinent. A cordial invitation is extended to all those who wish to be present for the opening of the formal bids.

No decisions of award are made during the bid opening. Also, no discussions relating to the bids are entered into during the bid opening.

How can I get bid results?

Upon request, copies of the bid results will be faxed or e-mailed within 72 hours after bid opening. Copies are also available for viewing on the purchasing department. Copies will be made for a charge of $.25 per page. Bid results are not given out over the telephone.

What criteria are used to award bids?

Bids for goods and non-professional services are awarded to the lowest responsive and responsible bidder meeting required specifications.

Bids for professional services are based on many factors in addition to price.  As these requirements vary, depending on the type of services required, the solicitation will specify the award requirements.

When am I notified of the award?

Bid awards are not issued until the Kirkwood City Council approves them.  Upon approval, a purchase order or contract will be issued.

What about hazardous materials?

Vendors are advised that the City of Kirkwood requires proper labeling and Material Safety Data Sheets (MSDS) on all products covered by the Hazard Communications Act. It is the vendor’s responsibility to determine which products are covered by the act and to provide an MSDS with the initial shipment.