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FAQs

Does the Procurement Division act as the central ordering point for all County Departments and Agencies?

Yes. The Procurement Division is responsible for recommending and administering procurement and purchasing policies for the acquisition of materials, equipment, supplies, services and construction projects for County Government.

  • All requests for prices or services and all purchases should be made via the Procurement Division. This authority may be delegated to others, at the discretion of the Procurement Supervisor.
  • The Procurement Division has the authority to investigate the quality, quantity and type of materials purchased in order to best serve the interest of the County of Polk and the taxpaying citizens.
  • The Procurement Division shall not knowingly issue a purchase order or award a contract to suppliers where there is evidence of a conflict of interest.
  • Acceptance of gifts, other than advertising novelties, is prohibited. No County employee shall receive a benefit or profit from any purchase or contract made in conjunction with their job as a County employee
  • The County shall purchase through fair and open competition from qualified suppliers who have adequate financial strength, high ethical standards, and a record of adhering to specification and providing the full measure of services required.

Yes. The Procurement Division is responsible for recommending and administering procurement and purchasing policies for the acquisition of materials, equipment, supplies, services and construction projects for County Government.

  • All requests for prices or services and all purchases should be made via the Procurement Division. This authority may be delegated to others, at the discretion of the Procurement Supervisor.
  • The Procurement Division has the authority to investigate the quality, quantity and type of materials purchased in order to best serve the interest of the County of Polk and the taxpaying citizens.
  • The Procurement Division shall not knowingly issue a purchase order or award a contract to suppliers where there is evidence of a conflict of interest.
  • Acceptance of gifts, other than advertising novelties, is prohibited. No County employee shall receive a benefit or profit from any purchase or contract made in conjunction with their job as a County employee
  • The County shall purchase through fair and open competition from qualified suppliers who have adequate financial strength, high ethical standards, and a record of adhering to specification and providing the full measure of services required.

How does the County procure commonly used supply items?

The Procurement Division obtains competitive quotes  (informal) for lower cost goods and services valued at $5,000-$49,999  items such as food supplies, office supplies and equipment, custodial items, health related supplies, etc. Competitive quotes are not obtained in emergency situations, if the item is available on State of Iowa contracts, or if there is a justifiable sole source.

The Procurement Division obtains competitive quotes  (informal) for lower cost goods and services valued at $5,000-$49,999  items such as food supplies, office supplies and equipment, custodial items, health related supplies, etc. Competitive quotes are not obtained in emergency situations, if the item is available on State of Iowa contracts, or if there is a justifiable sole source.


Is it ok for employees of the County to purchase personal requirements from the Vendors under contract with the County?

Employees of the County shall not procure or assist in procuring any materials, supplies or equipment for the personal use of any employee, officer or official of the County. Employees, officers or officials by virtue of position are not entitled to any special consideration from the vendors and contractors in their personal affairs nor are they to attempt to procure materials for the personal use of any other person.

Employees of the County shall not procure or assist in procuring any materials, supplies or equipment for the personal use of any employee, officer or official of the County. Employees, officers or officials by virtue of position are not entitled to any special consideration from the vendors and contractors in their personal affairs nor are they to attempt to procure materials for the personal use of any other person.


Is it ok for County Departments or Agencies to purchase via the State of Iowa or Local City contracts?

The County can take advantage of Federal, State, and Local contracts if the contracted supplier is willing to extend to the County the same prices, terms and conditions as the original contract. When the County uses the established contracts, competitive formal bids (RFPs) and quotes (informal) are not required.

The County can take advantage of Federal, State, and Local contracts if the contracted supplier is willing to extend to the County the same prices, terms and conditions as the original contract. When the County uses the established contracts, competitive formal bids (RFPs) and quotes (informal) are not required.


Does the County Procurement Division maintain bidder’s lists?

No. The Purchasing Division asks that vendors requesting to do business with the County fill out the Vendor Information Form and submit it to the Procurement Division. This form gives us sales contact information, items/services to be supplied to the County, and accounts payable information.

Once a vendor responds to bids and quotes for the County, your name may be recorded on a list with the file individual for use in future projects of the same nature or for similar products/services.

Potential respondents must also register at https://www.bidnetdirect.com/iowa/polkcounty in order to submit questions and quotes/proposals. There is no cost register for Polk County opportunities, however, to receive solicitation from statewide or national agencies, there is an optional payment program. 

No. The Purchasing Division asks that vendors requesting to do business with the County fill out the Vendor Information Form and submit it to the Procurement Division. This form gives us sales contact information, items/services to be supplied to the County, and accounts payable information.

Once a vendor responds to bids and quotes for the County, your name may be recorded on a list with the file individual for use in future projects of the same nature or for similar products/services.

Potential respondents must also register at https://www.bidnetdirect.com/iowa/polkcounty in order to submit questions and quotes/proposals. There is no cost register for Polk County opportunities, however, to receive solicitation from statewide or national agencies, there is an optional payment program. 


Can I obtain specification documents if I am interested in bidding on a County offering?

Specification documents for current bids, quotes and request for proposals, are available on the bid positing located at https://www.bidnetdirect.com/iowa/polkcounty Any interested vendor must register at BidNet Direct to obtain specific information regarding public bids.

The Procurement Division makes every effort to prepare detailed specifications which accurately define the products or services to be purchased. In some cases a brand name may be necessary to describe a particular product. When a brand name is used, it is for the purpose of establishing a grade or quality level of material. It is not our desire to prevent competition. Alternates may be offered and will be considered if the County determines them to be of equal value to the specified brand. It is the bidder’s responsibility when offering an alternate to provide supporting documentation and/or product literature outlining the features and benefits of the product offered. Please be advised that any alteration or deviation from the specification may be grounds to disqualify the offer.

Specification documents for current bids, quotes and request for proposals, are available on the bid positing located at https://www.bidnetdirect.com/iowa/polkcounty Any interested vendor must register at BidNet Direct to obtain specific information regarding public bids.

The Procurement Division makes every effort to prepare detailed specifications which accurately define the products or services to be purchased. In some cases a brand name may be necessary to describe a particular product. When a brand name is used, it is for the purpose of establishing a grade or quality level of material. It is not our desire to prevent competition. Alternates may be offered and will be considered if the County determines them to be of equal value to the specified brand. It is the bidder’s responsibility when offering an alternate to provide supporting documentation and/or product literature outlining the features and benefits of the product offered. Please be advised that any alteration or deviation from the specification may be grounds to disqualify the offer.


How must the offer be submitted?

Bids and Proposals must be provided as stated in the public posting at https://www.bidnetdirect.com/iowa/polkcounty 

Bids and Proposals must be provided as stated in the public posting at https://www.bidnetdirect.com/iowa/polkcounty 


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