Vendor Guide
How
do we buy? What do we buy? What do we expect from our suppliers?
This guide will help you become knowledgeable about our policies
and procedures.
Purchasing
Division's Role
The
main role of the Purchasing Division is to provide purchasing services
for all County Departments and agencies. Purchasing services are
centralized in one division in order to realize the benefits of
volume buying and specialized purchasing expertise.
Committing County Funds: In general, only the Board of Supervisors
and the Purchasing Manager [or his/her representatives] are authorized
to commit County funds for the purchase or rental of any materials
and/or services for County use. Committing funds also applies to
signing vendor documents (agreements, proposals, leases, etc.).
In committing County funds, the Purchasing Manager seeks optimum
value in expending County funds. It is not mandatory that we accept
the lowest bid offered for a purchase, although normally the lowest
responsible bid meeting all specifications is accepted.
The Connecting Link: The Purchasing Division may be thought
of as the connecting link or catalyst between the many vendors who
wish to sell their products to the County, and the County departments
that need a great variety of materials and services to help them
provide governmental services to the public. It is our responsibility
to see that departments get the tools best suited for the jobs to
be done, at the least cost, when they are needed.
Buyer Assignments:
To meet this responsibility, Buyers are assigned specific commodities
to purchase. This makes it possible for them to become familiar
with the commodities, and also with the way they are used by County
departments. Buyers often contact departments for information about
the use of materials requisitioned. What we learn from them helps
us make a purchase that will meet their needs.
Vendor Relations: The Purchasing Division also has the responsibility
of representing the vendors in their relationships with County departments.
It is very important that the County deal fairly and honestly with
our vendors so that we become a valued customer and merit best service
and prices. Vendors must be able to petition an objective arbitrator
in their dealings with the County; the Purchasing Manager and Buyers
fill that role, as well.
The Reason For The Rules: In the placing of County orders
with the business community, Purchasing has the responsibility for
following good business and ethical practices, as well as for ensuring
adherence to the requirements of applicable statutes and County
policy. The Purchasing Division is "The County" in the eyes of the
business community, and therefore this responsibility is not taken
lightly. Vendors making arrangements with departments should be
sure they are fully aware of the policies that may affect their
transactions. This will insure the proper handling of all negotiations
and the procurement of the best value for the County.
Selling to the
County
The
County's Purchasing Division is your best access point to those
who will make decisions affecting you. This is designed to help
you understand what it takes to succeed in selling your goods or
services to the County.
Our
principal objective is the acquisiton of quality goods and service
on a timely basis at the lowest cost. We are constantly seeking
new, creative, and responsible sources of supply. We encourage your
participation in these efforts.
We
are eager to promote a climate of good business relationships in
and with the County, and we look forward to working with you. Follow
the links below to your steps to success.
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