About the Purchasing Department

Purpose

The Clay County Purchasing Department obtains goods and services needed by County departments. The department works to purchase the proper quantity, ensure appropriate value, meet required timelines, and obtain the best economic value for Clay County taxpayers.

Clay County District Schools, municipalities within Clay County, and other elected officials are independent from the Clay County Board of County Commissioners. These agencies and municipalities have their own purchasing departments and procurement systems. They may purchase from existing County contracts and may participate in County procurement activities when authorized.

Purchasing Procedures

Specific procurement requirements and procedures have been established by the Board of County Commissioners. These procedures are available in the Clay County Purchasing Policy on this website.

Methods of Procurement

Each department begins the process of purchasing commodities and services by following the procedures established in the Purchasing Policy.

Contracts for goods or services may only be signed by the Chair of the Board of County Commissioners and/or the County Manager, as applicable.

Cooperative Purchases

The County may purchase from established State of Florida contracts, public auctions, other political or municipal entities, and cooperative purchasing contracts without soliciting quotes, bids, or proposals, provided the entity has met the guidelines established in the Purchasing Policy.

Payment Information

All payments will be made in accordance with the Local Government Prompt Payment Act after receipt of a proper invoice.

Under the Board's Purchasing Policy, employees are not authorized to order goods or services without first obtaining a valid purchase order number. The County will not be liable for payment for goods or services ordered in violation of this policy.

Vendor Visits

Vendor visits to the Purchasing Department are encouraged as learning opportunities for both parties. Appointments should be made with the appropriate staff member. Staff will try to accommodate unscheduled visits when possible.

Tax Exemption

Clay County is exempt from paying sales and use tax on the purchase or lease of tangible personal property.

Consumer's Certificate of Tax Exemption (PDF)