KCDC Purchasing FAQ

Purchasing FAQ

Purchasing Frequently Asked Questions (FAQ)

How does KCDC let vendors know about bid opportunities?

KCDC's official communication about bid or quote opportunities is by posting them to its webpage. While faxes and email notification may occur these are courtesies and should not be relied upon exclusively. Interested vendors need to peruse KCDC's webpage.

How does KCDC let vendors know the outcome of bids?

KCDC posts the results to its webpage. Shortly after bids are received, the results are posted. When a decision is made that is noted on the webpage also.

How do I purchase KCDC's surplus goods?

KCDC sells its surplus through an on-line auction service call GovDeals. To participate in these sales go to www.govdeals.com. Click "Advanced Search." In the field, "Seller Name" select "Knoxville's Community Development Corporation." Note that if KCDC does not have anything for sale, you will not find our name on the list.

Will KCDC accept "deducts" or "adds" written on construction bid envelopes?

No. Such information must be inside the sealed envelope.

If I am registered with the City of Knoxville or Knox County is that sufficient?

While KCDC works closely with the City of Knoxville on many projects and does some joint bidding with Knox County, KCDC is a separate legal entity. Thus you need to register with KCDC. Registration is on-line and very simple. Once registered, the software system will endeavor to send you bid announcements when something is posted that you have an interest in. As noted in another FAQ, this is not guaranteed.

At what dollar level must KCDC get bids?

At $2,000 quotes are required. These are typically posted to KCDC's webpage for maximum competition. At $100,000 formal sealed bids are required.

Does KCDC enter into long term contracts?

Normally KCDC awards contracts for an initial period of one year. The award will stipulate that there are four additional one year options that can be exercised upon the mutual agreement of both parties.

Does KCDC pay for expenses incurred in submitting bids or quotes?

All expenses incurred in the preparation and submission in response to a solicitation are borne by the bidder.

Where do I send invoices?

Mail all invoices to: Knoxville's Community Development Corporation

Accounting Division

P. O. Box 3550

Knoxville, Tennessee 37927-3550

With permission, invoices may be emailed directly to Accounts Payable.

What are KCDC's normal payment terms?

KCDC normally pays on a net thirty basis (net ten for contracts). Checks are normally issued on or about the 15th and 30th of each month if invoices are submitted in accordance with all requirements outlined herein. To be paid on the 15^th, the invoice must arrive at KCDC by the 5^thday of the month. To be paid on the 30^th, the invoice must arrive by the 20^th. This allows time for internal approvals of the invoices. Before a check is issued, a KCDC representative must approve the payment and indicate that the goods or services were satisfactorily received. Accounts Payable and/or the Purchasing Division must have time to verify that the invoice reflects the correct contract pricing. Payments for on-going services (such as construction contracts) are made once per month.

If I have a term bid with KCDC, can I adjust prices?

If you possess a term bid (meaning a bid that is open ended for a specified length of time and for repeat purchases of one or more items), the details of pricing adjustments are in the bid document. Typically prices can be adjusted only at renewal. However different commodities and services may have exceptions so read the bid document carefully.

Where do I deliver bids/quotes to?

The KCDC Purchasing Division at 901 Broadway NE in Knoxville, Tennessee. The Purchasing Office is in a separate building at the rear of the complex.

Will KCDC accept emailed or faxed bids?

Not for formal sealed bids exceeding $100,000. For "quotes" below $100,000 in value, emails and faxes are normally accepted. Please see the bid/quote coversheet for details.

How does KCDC communicate changes to bids?

Once KCDC issues a formal sealed bid or a written quote opportunity, all official changes are announced via addenda posted to KCDC's web page.

What if my bid is late?

It is the vendor's responsibility to make sure that the bid/quote is delivered to the Purchasing Division office by the specified time and date. Late bids/quotes are not considered regardless of the cause.

Should I attend pre-bid meetings?

Most pre-bid conference and site visits are not mandatory, however, in order to offer a responsible bid, you should attend these meetings. These meetings are designed to provide an opportunity to discuss the scope of work with the project managers and tour the facilities where the work will take place. Ignorance of existing conditions is not an acceptable excuse for non-performance at a later date.

If you cannot attend the pre-bid meeting, check KCDC's webpage for addenda that may reflect questions raised and answered at the pre-bid meeting.

Does KCDC maintain a plansholder list for its projects?

No. However the sign in sheets from pre-bid meetings are posted shortly after the pre-bid meeting concludes.

What are the office hours for KCDC Purchasing?

The KCDC Purchasing Division office is normally opened from 7:30 a.m.to 4:00 p.m. Eastern Standard Time.

How can I change information on my vendor registration form?

There is no username/password needed for vendors to logon to their registration to update it. All you have to do is go back through the vendor registration process on the KCDC site using the same SSN or Tax ID that you used to register in the first place. Any information you update is saved.

Where can I pick up blueprints?

Blueprints, plans and other supplementary documents for construction solicitations are not available from the KCDC Purchasing Division. Blueprints, plans and other supplementary documents for construction solicitations may be obtained in electronic format or hard copy from the firm indicated on the solicitation document. The written specification is available from KCDC’s web page.