The Purchasing Division oversees the efficient and cost‑effective procurement of goods and services for the City, ensuring that all purchases support City operations and follow established policies and procedures.
PURCHASING POLICY
The City Commission approved a revised purchasing policy on 05/17/2022.
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CoL Vendor Self Service – VSS User Guide (PDF)
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Purchasing Policy (PDF)
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Vendor Guide (PDF)
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NIGP 5 Digit Commodity Code List (PDF)
SMALL PURCHASES
Purchases under $10,000.00 are made using a City of Lawrence VISA Procurement Card.
INFORMAL BIDS
City purchases between $10,001 and $49,999.99 require an informal bidding process managed by the requesting department. After an informal bid is accepted, the City issues a Purchase Order (PO) or contract. Vendors are encouraged to choose email as their preferred method for receiving POs and contracts when registering through Vendor Access.
FORMAL BIDS
Purchases over $50,000 require a formal bidding process unless the City uses an existing City contract, a cooperative purchasing agreement, or the purchase qualifies for a competitive‑bid exemption. Formal bid notices are published in the local newspaper under ‘Public Notices’.
The City of Lawrence uses OpenGov eProcurement to post solicitations and receive proposal submissions. Vendors are encouraged to register for an account to receive email notifications of new opportunities. Register your account. Drawings and plans are available at no cost, and electronic bid bond submission through Surety2000 is available. Vendor Training Video or Registration Guide, and online help are available during business hours.
BID OPENINGS
Bid openings are held every Tuesday at 3:35 p.m. local time in the City Commission Room at City Hall. The City reserves the right to accept or reject any bid, in whole or in part, and to waive informalities, technical defects, or minor irregularities.
DemandStar and DrexelTech may be used to view bid information for projects issued prior to May 1, 2025.
SURPLUS SALES
City surplus is auctioned at GovDeals and Purple Wave. All Items are Sold As Is: no refunds, no returns, no exchanges, no loading, no deliveries. Property may be removed by appointment only and appointments must be made at least 24 hours in advance. All items must be removed within ten (10) business days from the time and date of issuance of the Buyer’s Certificate.
GOOD STANDING REQUIREMENT
No bid, purchase order, or contract will be accepted from any company that is in arrears or in default with the City of Lawrence, Douglas County, the State of Kansas, or the Federal Government. Outstanding debt or obligations may include taxes, fees, fines, or utility payments.
Vendors listed as excluded on the federal System for Award Management (SAM) are not eligible to bid or to receive purchase orders or contracts with the City.
KANSAS FOREIGN QUALIFICATION
This process allows businesses formed outside Kansas to legally conduct operations within the state. Note that a Business Entity Identification Number is not the same as a Tax Identification Number (TIN) or a Federal Employer Identification Number (FEIN).
Businesses established in other states may register with the Kansas Secretary of State to obtain authorization to operate in Kansas.
Email: purchasing@lawrenceks.gov
Buyers:
David Mason
Lisa Pence
City Hall / 6 East 6th Street
Lawrence, KS 66044
