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The Procurement Division in the Department of Administration is responsible for providing the necessary equipment, services and supplies at the lowest possible cost consistent with the quality needed to meet the requirements of all offices and departments within St. Louis County Government. Our goal is maximum value for each dollar expended. This information has been prepared to explain our procedures and responsibilities. You are always welcome and we hope to be of service to you.
GENERAL INFORMATION
St. Louis County government provides a wide variety of services to the 1,000,000 citizens who live in the 500-square mile area of Missouri’s largest County and one of the largest in the United States.
All procurement for the County, except some professional services and road and bridge construction, is handled by the Procurement Division in the Department of Administration. Procurement policies and procedures are set forth in Chapter 107 of the St. Louis County Revised Ordinances which has been designated as the County’s Procurement Code.
All procurement is done in the offices of the Director of Procurement, Eighth Floor, Lawrence K. Roos Building, St. Louis County Government Center, 41 South Central, Clayton, Missouri, 63105. Business hours are 7:30 a.m. to 4:30 p.m., Monday through Friday, Phone: 314-615-7067 or Fax 314-615-0197.
You, or your representative are always welcome to visit the Procurement offices. We want to know about your product.
PROCUREMENT
Bidders List
The Purchasing Division maintains a computerized business directory file for equipment, supplies, and services to St. Louis County. Business firms interested in submitting bids should request to be placed on the Bidders List. Bidder’s List application forms are available in the Procurement Division or on our website at:
Once you are on the list, Invitations for Bid on appropriate commodities will be sent to you on a rotation basis as requests are received.
Bid Invitation Notices
In addition to the business directory file, the Procurement Division formally advertises Invitations to Bid in the St. Louis Countian newspaper or other official newspapers. Notice of the formal invitation to bid is also posted in the reception area of the 8th Floor Lawrence K. Roos Building in the County Government Center and on our website at
How the County Buys
The Procurement Code, with few exceptions, requires that all requirements for goods, services and construction exceeding the estimated cost of $25,000 shall be let by free and open competitive bidding after advertisement. This type of procurement is called "Formal Contract."
If the amount of the purchase is less than $25,000 such purchase shall be let in the open market after soliciting bids by mail, telephone, fax or posted on the website. This is called "Open Market."
Professional services contracts which, by their nature, are not adapted to award to the low bidder bidding are awarded directly by authorized County representatives.
In cases of emergency, where the immediate procurement of any supplies or contractual services is essential to prevent delays in the work of any using department, which may affect the life, health, welfare or convenience of citizens, and there is not sufficient time for the Formal Contract or Open Market Procurement, the Director of Procurement may authorize the head of any such using department to purchase directly such supplies or contractual services. This we call "Unforseen Requirements." These requirements if in excess of $25,000 require County Council approval.
The Specification Formal Contract
If you handle the type of commodity requested in the Invitation for Bid, you are invited to pick up a copy of the detailed specification at the Procurement Division, or download from our County's website or other designated location. If you do not have access to the Internet and are not located in the Metropolitan St. Louis area, a request by mail or fax will result in a specification being sent in the return mail. Local requests to mail specifications are honored. When you receive the detailed specification, read it carefully. A specification is a formal statement of our needs. If you offer substitutions to the specification you must obtain an "or request" approval prior to bidding otherwise your bid may be disqualified. This specification carries all the details of the product or service required, and it also regulates the execution of the work contracts. Send all question(s) regarding the specifications in writing to the Director prior to bid opening date.
The Bid
If you can supply the item requested in the specification, your next step is to compute your bid and fill out the bid sheet in the packet. You are invited to bid on those items in the bid specifications, which you can supply if you cannot bid on all the items unless specified to the contrary. Be sure your bid is correct and that it is signed. You must also be sure that signatures have been sworn to in those types of bids where the Contractor’s representation is merged with the bid. The bid must be typed or written in ink. Signed bid means the bid has an original signature of the person authorized to submit bids on behalf of the company.
Submitting the Bid
The entire specification that you have received is a part of your bid and will be incorporated as a part of your contract. The complete specification with any or all addenda sheets and any or all drawings or blueprints, must be returned with your bid. The complete document must be in the Procurement Division and time stamped before 2:00 p.m. prevailing Central time (or other designated time) on the day of the specified bid opening. Any properly identified bids received after this time will be returned to the bidder unopened. Bids received by the U.S. Mail must be delivered before 2:00 p.m. of the date bids are to be opened. Bids by mail received subsequent to the hour and date designated for bid opening will be returned unopened and will not be considered. You are invited to attend the public opening which commences promptly at 2:00 p.m. on the day stated. Fax or electronic transmittals are not acceptable.
Open Market Procedure
Purchases are conducted by an internal solicitation of bids by mail, telephone, fax, email and posted on the website. All open market purchases shall, wherever possible, be based on at least three (3) competitive bids and shall be awarded to the lowest responsible bidder.
When bids are solicited by mail the Procurement Contract Administrator (PCA) refers to their list of qualified vendors and mails them a request for prices sheet. This bid sheet carries the description of the commodity or service requested and the amount required. The potential vendor fills in the expected delivery or completion time, the unit prices of the items, the total amount and their terms. Bids must be type written or in ink and manually signed by an authorized person of your company. The bidder then returns the bid sheet in a sealed and properly identified envelope so that it will be received in the Procurement Division before the time of the bid opening. If this bid is the lowest responsible bid, then the vendor will receive a Purchase Order, the contract, to deliver. If a vendor is unable to bid, they should indicate on the quotation form in ink, and return the form to the Procurement Division. Fax Request for Prices are accepted in the same manner except solicitations are sent and received by facsimile transmission. Telephone bids are accepted in the same manner with the exception that the bids are solicited orally instead of by mail.
Emergency Services
Every business in the normal course of operation finds that it needs a part or a service immediately to carry on its business activities. When an operating department discovers that it must have an item to carry on normal activities, the buyer calls a responsible vendor, giving him an emergency number and asking for immediate delivery. Confirming documents are not normally mailed.
Payment of Invoices
The Department of Administration has set up several rules governing the payment of invoices. No invoice will be honored for payment until notice has been received in the Division of Fiscal Management that the goods or services have been received and that they have been inspected and found to be as ordered and that the payments are in accordance with Procurement, Budget, and the appropriate operating Department’s policies and procedures. It is County policy that invoices will be paid in time to take advantage of discount terms offered by the vendor.
MISCELLANEOUS
Addenda Sheets
An addendum sheet may be issued against specifications. These are sent to every firm that has taken out specifications and placed on the website as soon as the need for interpretation or modification is required. If you do not fully understand what is requested in the specification, you need only request in writing an interpretation from the Director of Procurement and an addendum will be issued.
Trade Names
There are times when it is difficult or impossible to determine an item or need. In such cases a trade or brand name may be used. If so used, an "or approved equal" is fully intended.
Notice Of Acceptance of Bid
The successful bidder will receive notice of acceptance of his bid. On formal contracts, acceptance notice is normally in the form of a letter from the Procurement Division transmitting the contract documents for execution and return. On informal contracts (Purchase Orders) notice is given by receipt of the document.
Mistakes in Bidding
If a bidder finds that he has made a mistake in his bid he may correct this mistake before the specified time of bid opening. After the bid opening, all bids must stand as read. Unless the bid form specifically indicates a lump sum price, unit prices will govern.
Inspection
All merchandise purchased by the County is subject to inspection. Some specifications may contain a clause stating where and when inspection will take place.
Rejection of Bids
The Director of Procurement reserves the right to reject any or all bids. Bidders Responsibility Record Bidders, whose performance on County contracts are unsatisfactory, are subject to suspension from bidders lists and may be refused the right to any County Purchase Order or Contract. The County reviews the debarred and suspension list on every award. Time all reference to the hour of bid opening is the prevailing Central time in St. Louis County, Standard or Daylight Savings time as the case may be.
Unauthorized Orders
Only the Director of Procurement and his staff are authorized to commit the County for goods or services, except as provided for under professional services procedures or as delegated by the Division of Purchasing. Commitments by any other employees of St. Louis County Government are not binding on the County and Vendor’s invoices covering such commitment may not be honored.
Contracts/Purchase Orders
A signed official contract or purchase orders containing a contract or purchase order number are the primary methods of obligating the County. The authority for administration of these contracts and purchase orders is vested in the Procurement Division. The Director of Procurement will execute all modifications to purchase orders and contracts affecting purchase, such as: prices, terms, delivery dates, quantity and quality. Verbal or written instructions issued by unauthorized individuals regarding purchase orders and contracts will not be recognized by the County and payment for these obligations may not be allowed.
Buying from the County
Scrap and obsolete equipment generated by the operation of any organization creates a source of income. The Procurement Code, in recognition of this fact, gives the Procurement Division the responsibility of collecting, classifying and the disposal of all scrap and surplus materials and equipment belonging to the County of St. Louis the procedure for the sale of salvage material follows the same procedure as for the purchase of material. All sales are made after free and open competitive bidding among potential buyers or by public auction. Notice of the sale of salvage materials, when the value exceeds $25,000, besides being publicly advertised and placed on the Internet, it is mailed from the Purchasing Division to firms that have expressed interest in the purchase of that type of commodity.
To have your firm’s name placed on this mailing list you need only to write, or call in person, telling us your firm name, address, and telephone number, and the commodities in which you are interested. The Invitation for Bid is also the bid sheet for the material to be sold. The bidder then writes on the Invitation for Bid, the price that he will pay for the materials, signs the firm name, his name and title, then mails or delivers the proposal so that it may be in the Procurement Division before the expiration date of the bids. Any bid received after the hour of bid opening will be returned to the bidder unopened. Every Bidder is urged to inspect the material before he submits his bid, as sales are "as is where is, without warranty or guarantee." The location and hours of the inspection are stipulated on each invitation sheet.
DIVISION PERSONNEL
The Procurement Division is organized into five sections: Buying and Contracting, Risk and Insurance Management, Office Services, Records Management and General Services. A published list indicating the assigned person per function or buying commodity is available at the Procurement Division offices.
Risk Management
The Director of Procurement has the responsibility for administration of the County’s insurance program including, but not limited to, soliciting bids and award of insurance coverages, processing of claims, Safety Program, Worker’s Compensation of Administration, Self-Insured Fund, and coordinating activities of the County’s Insurance Advisory Committee. Employee benefits are administered through the Personnel Division.
Records Management
The Records Management Section is also managed by the Director of Procurement. County records from their creation through their active use and inactive storage to their ultimate disposition. A secure, off-site storage is maintained for inactive and permanent historical records in a 15,000 square foot facility. A systematic transfer of inactive records is coordinated from offices to the Records Center. Records Retention Schedules are developed authorizing retention and disposition of all County records regardless of media or format. The Records Center also assists in the design, development and ongoing support for both digital and micrographic imaging systems. Imaging conversion services, both digital and micrographic is provided along with a climate controlled archival media storage facilities. Records Management provides assistance with specifications for document storage and retrieval equipment and coordinates with the departments for the destruction and recycling of expired records.
General Services
The General Services Section provides receiving, shipping, mail services, courier services, forms inventory, and surplus inventory management under the direction of the Director of Procurement for the St. Louis County Clayton complex. The Law Governing County Procurement and Sales The Procurement Code of St. Louis County, Missouri may be found in Chapter 107 of the Revised Ordinances of St. Louis County. This code is on file in the Office of the Director of Procurement and a copy may be obtained upon a written request on your firm’s letterhead.
CONCLUSION
We are committed to honesty, fairness and consistency. We conduct ourselves in such a way as to build trust. If you feel that you msut pay some "privileged" person it will not happen. It is important that you undestand and know the Procurement Code, Chapter 107, Section 110: "The Agent and every officer and employee of the County are expressly prohibited from accepting, directly or indirectly, from any person, company, firm or corporation to which any purchase order or contract is or might be awarded, any rebate, gift, money, or anything of value whatsoever, except where given for the use and benefit of the County." Further, we also note that 203.070 Inducement of Payment to interested Official is Prohibited. "It shall be unlawful for any person or business entity to pay or engage to pay, or to offer or attempt to pay, any officer or employee of the County, any member of his immediate family or any business entity in which said officer or employee or member of his immediate family shall own a substantial interest, any commission, gratuity or consideration, directly or indirectly, with respect to any matter in which said officer or employee has discretion to act."