Information for Vendors

City of Lawrence Purchasing Division provides resources to departments for their procurement needs. Purchasing will promote the pursuit of excellence and the best interests of the City while maintaining the highest possible integrity, broad based competition, fair and equal treatment of the business community, and increased economies and efficiencies by applying the best practices. To ensure responsible stewardship of our City’s resources, procurement of goods and services will be made on overall best value or lowest cost, whichever is in the best interest of the City.

Purchasing Division

Informal Bids

Purchases between $5,000.01 and $50,000.00 require a minimum of three (3) quotes. Competitive bids from vendors must be received by email, mail, or phone in order to be considered. Company name, company contact, date, and quote expiry, if applicable; must be included in all informal quote documents.

Formal Bids

• Purchases over $50,000.00 require a formal solicitation process.
• Bids are posted at  https://procurement.opengov.com/portal/lawrenceks. Vendors must register to place bids, there is no charge to register. 
• All documents, drawings, plans and projects manuals can be downloaded from OpenGov Procurement free of charge after registration. DrexelTech Plan Room is no longer used
• The DemandStar portal lawrenceks.gov/eBid contains bid information on bids prior to April 29, 2025.
• ALL communications during the Bid Process must be directed to the Purchasing Division. Contacting other City personnel will result in your bid being disqualified.
• Bid Openings are open to the public and are conducted at City Hall in the Commission Room on Tuesdays at 3:35 p.m. local time unless the bid documents indicates otherwise.
• Requests for bid results must comply with K.S.A. 45-220 (c)(2)(A)(B) Procedures for obtaining access to or copies of records; request for records; establishing office hours for inspection; custodian of records, duties; provision of information on procedures. and K.SA. 45-230 Unlawful use of names derived from public records. Requestor is prohibited from using, giving, selling or otherwise providing names, addresses, or information derived from the records to sell or offer for sale any property or service to any person listed or to any person who resides at any address listed.

OpenGov Procurement Vendor Registration Guide

 Video Guides: OpenGov Procurement Vendor Training 

The City of Lawrence uses Surety2000 to authenticate bid bonds within the OpenGov Procurement platform.

 

Becoming an On-Call Vendor for the City of Lawrence

1. Request for Proposals (RFP):
   • The City issues RFPs periodically to solicit bids from qualified vendors for professional or contractor services.
2. Awarding the IDIQ Agreement:
   • One or more vendors are selected and awarded an IDIQ service agreement.
   • This agreement acts as a Master Contract with pre-negotiated terms, including rates for services and materials.
3. Call-Off Process:
   • When a department needs work done, they request a quote from the vendor(s) under an IDIQ Master Contract.
   • The vendor provides an itemized quote based on the agreed-upon rates.
   • The department then issues a Purchase Order (PO) or Contract, effectively “calling off” the vendor to perform the work.
4. Execution of Work:
   • The vendor completes the work as specified in the PO or contract.
   • Invoices with contract line items are sent to the requesting department.
   • Payment is made according to the terms of the master agreement.

Cooperative Purchasing

The City is eligible to receive contract pricing through the following channels:

1. State of Kansas Division of Purchases
   The City may utilize contracts awarded by the State of Kansas Division of Purchases that are open to political subdivisions. Vendors must offer the lowest available contract price under these agreements.
2. Federal GSA Advantage Program
   The City qualifies for pricing on goods and services listed under the Cooperative Purchasing and Disaster Purchasing programs available through the Federal Government’s GSA Advantage portal.
3. Purchasing Cooperatives and Consortiums
   The City is an active member of several purchasing cooperatives and consortiums, which provide access to competitively awarded contracts and cooperative pricing. Vendors are required to extend the lowest available contract pricing under these agreements.

• • • 1 Government Purchasing Alliance
    • BuyBoard
    • Choice Partners
    • Equalis
    • Greenbush
    • Houston-Galveston Area Council
    • Keystone Purchasing Network
    • NASPO Value Point
    • National Purchasing Partners
    • Omnia Partners
    • Sourcewell
    • The Interlocal Purchasing System
    • TXShare

Vendor Payment & Support Info

• Payment Method: Electronic Fund Transfer (EFT)
• Vendor Portal: Active vendors can enter banking information directly.
• Invoice Assistance:
  📧 Accounts Payable – ap@lawrenceks.gov
• Vendor Access Registration Help:
  📧 City Accounting – cityaccounting@lawrenceks.gov