Once a need is identified, acquisitions made through the Clay County Sheriff’s Office require competitive quotes or bids and approvals prior to issuance of a purchase order or contract. A purchase order is the primary means of procurement.
Vendors should always make certain that a purchase order has been issued before making deliveries of service or merchandise or incurring any expenses with the exception of emergency situations.
A Purchase Order will be deemed accepted by Seller unless rejected by Seller in writing, specifying the reasons for rejection, within ten (10) calendar days after receipt of such Purchase Order. Each Purchase Order shall be deemed to be an offer by Clay County Sheriff’s Office to purchase products and/or services pursuant to the Terms and Conditions as outlined here: Purchase Order Terms and Conditions and, when accepted by Seller as provided above, shall give rise to a contract under the terms set forth, to the exclusion of any additional or contrary terms set forth in the Purchase Order or any acceptance by Seller unless such additional or contrary terms are mutually agreed to in writing by the parties.
To become a Vendor with the Clay County Sheriff’s Office, companies must complete a Vendor Registration Form as well as provide a copy of their completed W-9. Once the form is completely filled out and signed, please email a copy along with your completed W-9 to Purchasing@claysheriff.com.
All bids and request for proposals (RFPs) are advertised in a newspaper of county wide distribution for at least two consecutive weeks, with the last ad at least 10 days prior to the RFP closing date.
All bids and RFPs must be submitted in a sealed envelope and identified as indicated in the specifications and delivered by mail or personally. All bids will be opened publicly on the date and time indicated in the specifications. Bids received after the specified date and time will not be eligible.
The Clay County Sheriff’s Office is exempt from the payment of all federal excise taxes and sales taxes of the state of Florida. The Clay County Sheriff’s Office DR-14 from the State of Florida Department of Revenue is available at CCSO Consumer’s Certificate of Exemption.
Public purchasing officials are required to maintain high standards of ethics and conduct and maintain complete independence and impartiality in dealings with vendors, both in fact and in appearance, in order to preserve the integrity of the competitive process and to ensure there is public confidence that contracts are awarded equitably and economically. The following are excerpts from Chapter 112, Part III, Florida Statutes, Code of Ethics for Public Officers and Employees.
Section 112.3(2), Florida Statutes, states: Solicitation or Acceptance of Gifts
No public officer, employee of an agency, or candidate for nomination or election shall solicit or accept anything of value to the recipient, including a gift, loan, reward, promise of future employment, favor or service, based upon any understanding that the vote, official action, or judgment of the public officer, employee or candidate would be influenced thereby.
Section 112.313(4), Florida Statutes, state: Unauthorized Compensation
No public officer or employee of an agency or his spouse or minor child shall, at any time, accept any compensation, payment, or thing of value when such public officer or employee knows, or, with the exercise of reasonable care, should know, that it was given to influence a vote or other action in which the officer or employee was expected to participate in his official capacity.
In order to avoid the possibility of any misunderstandings regarding compliance with the law and regarding any appearance of impropriety relative to the competitive process for awarding contracts, it is respectfully requested that vendors refrain from offering anything of value to staff of the sheriff’s office.
If you would like to be added to our vendor list or have any questions, please email email@example.com and include your business name, product and contact information.