CLAY COUNTY PURCHASING DEPARTMENT
INVITATION FOR BID (IFB)
IFB NO: 115-26
TITLE: VEHICLE MAINTENANCE SERVICES
ISSUE DATE: 11/6/2026
PURCHASING COORDINATOR: ETHEL KITCHELL
PHONE: 816-407-3630
BID RESPONSES MUST BE RECEIVED NO LATER THAN: 11/24/2026 AT 2:00 PM CENTRAL TIME. BID RESPONSES WILL BE OPENED AND READ ALOUD AT 3:00 PM CENTRAL TIME.
SUBMITTAL INSTRUCTIONS: In an effort to support the County's initiative for conservation, it is preferred that the Request For Bid (IFB) be submitted via the County's online solicitation service PublicPurchase. Sealed IFBs may be delivered to the Clay County Purchasing Department prior to the return date and time. Print the Sealed Bid Label found in Attachment 1 or type IFB Number, IFB Title and Return Due Date on the lower left hand corner of the envelope or package. In order for a response to be considered complete, the Clay County document MUST be completed in its entirety. The cover page MUST be completed, all subsequent pages MUST be initialed and the Terms and Conditions Acknowledgement form MUST be signed. Public Purchase vendors must register at least 24 to 36 hours prior to submitting. Clay County Government utilizes PublicPurchase as an automated Bid and RFP notification system. Vendors who are registered with PublicPurchase may be notified via e-mail when a Solicitation has been posted by Clay County.
RETURN IFB TO:
CLAY COUNTY
PURCHASING DEPARTMENT
16 W. FRANKLIN STREET
LIBERTY, MISSOURI 64068
CONTRACT PERIOD: DATE OF AWARD THROUGH ONE YEAR; WITH FOUR (4) ONE-YEAR RENEWALS
DELIVER SUPPLIES/SERVICES/INVOICES FOB (Free On Board) DESTINATION TO:
SHERIFF'S OFFICE
12 S. WATER STREET
LIBERTY, MO 64068
By signing the IFB cover page, the vendor certifies understanding, agreement and compliance to provide the items and/or services, at the prices quoted, in accordance with all requirements and specifications contained herein and the Contract Terms and Conditions. Upon receipt of an authorized purchase order or when a Vendor Contract is fully executed by an authorized agent of Clay County, a binding Contract shall exist between the vendor and Clay County.
PURPOSE: This document constitutes a request for competitive, sealed bids from prospective vendors for Vehicle Maintenance Services for Clay County Sheriff's Office in accordance with the requirements and provisions stated herein. The IFB includes Introduction and General Information; Scope of Work; Meeting Information; Contract Terms and Conditions Acknowledgement Form; Exhibit A: Pricing; Exhibit B: Experience and Expertise; Exhibit C: Miscellaneous Information; Attachment 1: Sealed Bid Label.
QUESTIONS: Questions and issues relating to the IFB must be submitted via PublicPurchase or emailed to Purchasing@ClayCountyMo.gov. All questions should be submitted no later than Monday, November 16, 2026.
BACKGROUND: This service was previously awarded to Hunt's Car Care Centers of Mo, Inc. via Resolution 2021-314; that contract has exhausted all possible renewals.
SCOPE OF WORK: The successful vendor shall provide Vehicle Maintenance Services that meet or exceed the specifications contained in the IFB. Vendors must provide firm, fixed pricing for mandatory requirements via the provided pricing exhibits. Key scope items include: provision of cost estimates prior to repairs; mutual agreement on turnaround time; parts must be new and equal quality to original equipment unless otherwise authorized; removed parts are County property; no work shall be performed without prior approval; labor charges shall not exceed bid price per hour times actual hours.
ESTIMATED QUANTITIES: No minimum or maximum guarantee of usage is provided; services will be requested on an as-needed basis.
BID OPENING: Bid responses will be read aloud at 3:00 P.M. on Tuesday, November 24, 2026 in the Purchasing Department (location subject to change).
EXHIBITS: Exhibit A contains multiple pricing tables (required, other required, optional pricing, fee schedule). Exhibit B requests experience and references (minimum 3 years' experience required). Exhibit C contains miscellaneous information including cooperative procurement options, website, and conflict of interest disclosures. Attachment 1 provides the Sealed IFB Label and return instructions.
