Purchasing

Introduction

This website is for the purpose of acquainting vendors with the County of Washtenaw purchasing practices and policies. The Purchasing Division of the Finance Department of Washtenaw County has the responsibility to review specifications, establish terms and conditions, and procure goods and services required for the operation of the County Government. The Purchasing Divisions primary objective is to serve the citizens of Washtenaw County, the departments for which it acts as agent, and the business community using sound, prudent and consistent competitive bidding practices. All qualified vendors, whether individuals, small businesses, or large corporations, are invited to compete for the County's business. The Purchasing Division is located in the Washtenaw County Administration Building, 220 North Main Street, Ann Arbor, MI 48107. The business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m. There is a central reception desk for handling incoming phone calls, receiving hand-delivered bids, greeting visitors and may be reached by calling (734) 222-6760. The Purchasing Division has a voice mail system in an effort to improve communications with the business community and county departments and agencies. The buyer's name and telephone number appear on all solicitations and any questions should be made directly to that buyer. The Purchasing Division fax number is (734) 222-6764.

Department Organization


Robert G. Devault C.P.M. Purchasing Manager (734) 222-6768 devaultb@ewashtenaw.org	Anne Strieter, B.S., C.P.M. Senior Buyer (734) 222-6749 strietera@ewashtenaw.org	Crystal Wake, C.P.M., CPPB Senior Buyer (734) 222-6761 wakec@ewashtenaw.org
Architectural Services Construction Services Engineering Services Legal Services Procurement Card Services Specialty Projects Telecommunication Towing Contracts	Adult Foster Care Services Adult Respite Services Animal Control Services Catering Services CDBG Services Child Well Being Services Computer Hardware/Software Computer Services Consulting/Mgmt Services Copier/Services Dental Services Facsimile/Services Fiduciary Services Furniture Headstart Services Health Services Hospital/Doctor Services Housing Assistance Services Law Enforcement Services Leases/Property Licensed Residential Services LIHEAP Services Medical/Medicaid Services Outpatient Services Outside Agency Services Payee Services Probation Residential Services Psychiatric Services Respite Services Room Rental Services Sheltering Services SPC Program Services Substance Abuse Services Supported Employment Services Supported Living Services Temporary Agency Services Transportation Services Travel Services Tuition Services Vending Machine Services Water/Sewage Services Weatherization Services Workfirst Activity Services	Alarm Services Armored Car Services Audio/Video/Photo Equip/Services Automobiles/Trucks/Parts/Services Awards/Trophies/Speciality Items Bldg. Construction Equip/Materials Bldg/Grounds Maint. Equip/Services Books/Videos Car Wash Services Chemicals/Pesticides/Fertilizer Clothing/Uniforms Computer Supplies Dental Equipment/Supplies Drafting/Surveying Equip/Services Electrical Supplies/Services Elevator Services Fire Fighting/Safety Equipment Food Supplies/Services Fuels/Lubricants/Oils Glass/Plastic Supplies/Services Health/Medical Equipment/Supplies HVAC Equipment/Services Janitorial Supplies/Services Keys/Locks/Locksmith Services Laboratory Equipment/Services Laundry Equipment/Supplies/Services Law Enforcement Equipment Mail Room Equipment/Services Media/Advertising Services Microfilm Equipment Supplies/Services Moving Supplies/Services Office Supplies/Paper/Envelopes Plumbing Supplies/Services Print Shop Equipment/Services Recording Equipment/Services Rubber Stamps School Supplies/Arts/Crafts Sports Equipment Timestamps Tools - Hand and Power Type Trash Removal Services Typewriters/Services

How to Become a Vendor

A Vendor Application form can be submitted online. The applications go onto a bid list maintained by the Purchasing Division. The prospective vendor must fill out the form completely and click submit.

Type all information clearly.
Commodities or services offered are listed by Commodity Code Numbers that can be accessed by clicking on commodity codes (alphabetical). Choose which commodity codes pertain to your company.
Then fill out the Vendor Application.
The Federal Identification Number or your Social Security Number MUST‚ be provided. All vendor payment checks are issued from this number.
A vendor may modify any information on the application by sending a letter noting the change on company letterhead and signed by a principal of the company. A vendor must also give written notice of any change in company name, address or ownership.

Most Frequently Asked Questions by Vendors

How do I get on your vendors list?

a. Submit a Vendor Application Form online.
b. Contact DemandStar.com

What is the next step after submitting my application?

Once the application has been received, it is appropriate to contact the Buyer who handles your product to schedule an appointment.

Which documents cannot be faxed to the purchasing division?

Bids which have been issued through the regular solicitation process, may not be faxed. Under special circumstances, a buyer may request facsimile bids which must be followed up by submission of the original documentation.

Why am I not receiving any bids since being placed on your bidders list?

There are several reasons why you may not have received bids. The most prominent reason is the number of vendors competing in your commodity code. They are done on a rotating basis. Second, the bids may have been issued just prior to your application being received. Third, the commodity may be on a yearly price agreement and not yet due for bidding. Please feel free to discuss this with a Buyer to determine the reason.

Please explain alternate products?

Alternate products will be considered when offered by the vendor, but the product must meet or exceed the specified item in the judgment of the County. The County is under no obligation to consider alternates and may specifically call for "no substitutes" in the bid specification.

Is the process for frequently purchased commodities different?

Frequently used commodities are generally acquired by blanket orders or price agreement, which is a annual purchase order.

Does Washtenaw County have a set-a-side or quota for minorities?

Washtenaw County does not have a set-a-side or quota for minorities, but the Purchasing Division, following the County’s affirmative action policies, cooperates to the fullest extent to make sure minorities are offered equal opportunity to bid on commodities.

Are other county departments allowed to do purchasing?

As of November 1994, internal departments are allowed to procure certain items under $5000.00.

All entities in Washtenaw County do not fall under this purchasing division. The following is a list of units that have the responsibility for their own procurement.

Washtenaw County Road Commission
Washtenaw County Schools
Washtenaw County Community College
Other Governmental Units

Other than the exceptions noted above, the sole point of contact for procurement is the Purchasing Division. Vendors should not contact departments unless the Purchasing Division has instructed them to do so and given them a contact person.

How do I know which buyer to contact?

The Department Organization lists each Buyer and their assigned commodities.

Bid/Quote Method and Procedures

The Purchasing Division utilizes several different methods of acquisition. The selection depends on the type of product or service requested. The purpose is for standardization of types and methods of bid solicitations and applies to all purchases.

Types of Bids/Quotes

Quotes

Used when the Purchasing Division estimates that the cost of the contemplated purchase exceeds $5,000.00 but does not exceed $25,000.00. A minimum of three (3) written quotations shall be solicited. More may be solicited if deemed appropriate by the Purchasing Manager.

Request for Proposals (RFP)

Used when the Purchasing Division estimates that the cost of the contemplated purchase exceeds $25,000.00 for goods or services and are time-specific sealed documents that must be received at the Purchasing Division at or before a specified time and date indicated on the RFP. The RFP are opened and read publicly at the time and date specified.

The RFP is published in at least two (2) newspapers of general circulation or trade journals in Washtenaw County . Publication shall precede the last day for submitting bids by at least seven (7) calendar days. Copies of the RFP shall be mailed/emailed to all suppliers on the Master Bid List for the appropriate category, plus any others the Purchasing Division deems appropriate. If the number of vendors on the list is excessive, the Purchasing Division may send out RFP’s on a rotational basis. This is designed to give equal opportunities to all vendors to bid on county purchases. Unless disqualified for cause, a vendor who asks for a specific RFP shall be issued one. You can access are open bids through our website as well as our RFP’s that have been awarded at Bid Status 2008 and/or Bid Status 2009.

Request for Qualifications (RFQ)

Similar to a sealed bid. RFQ criteria define a specific need or problem and request the vendor define how to fill the need or solve the problem. Potential vendors and their products are closely evaluated for application in the project. Certain vendors and their product are rated as equally acceptable for the specific job. A sealed bid request is then sent to only the qualified vendors. Evaluation of bids consists of identifying the low price as all vendors have been previously judged acceptable.

This is a time-specific sealed document and must be received at the Purchasing Division at or before the specific time and date indicated on the RFQ form. RFQs are opened and read publicly at the time and date specified.

Single Source Bids

Used for items or services available from only one source. Extensive research and full documentation must be provided by the user to justify this type of purchase. Single source is discouraged as there is no expectation of competitive pricing. Single source purchases require the approval of both the Buyer and Purchasing Manager.

Example of Single Source Purchases:

Procurement must match or be compatible with current supplies or services.
It would not be economically feasible for another vendor to supply the procurement.
A single vendor is uniquely qualified to meet the county's procurement objective.

See also Purchasing Business Rules – Bids/Quotes.

Awards

The County reserves the right to award by item, group of items, total bid,or by criteria. The Purchasing Manager may reject any and all bids if determined to be in the best interest of the County. In determining an award, qualifications of bidder, conformity to specifications of goods or services, cost, and delivery terms will be considered.

Freight Costs

All quotation forms used by the Purchasing Division requests FOB destination. A signed quotation with no exceptions specifies that freight on board to destination is included in the purchase price.

If an exception is made as FOB shipping point, the vendor must inform the Purchasing Division at time of quotation and include the estimated cost of shipping.

COD shipments cannot be accepted by Washtenaw County.

Sales Tax Exemption

Washtenaw County as a Michigan Constitutional Corporation is exempt from sales tax per Act 167 of Public Acts established in 1933. Our Federal I.D. number is 38-6004894. This number may be used as our tax exempt number.

Procurement Documentation/Definitions

Purpose

To provide guidance and definition of the different acquisition methods and documents used by Washtenaw County in procurement of all goods and services.

Procedure

After specification development, competitive bidding and bid evaluation, a Purchase Order is processed for goods and/or services. The type of Purchase Order processed is determined by the type of commodity or service required and the term or period the purchase will be made. Types of orders and necessary documents are listed below with their particular criteria for usage.

Purchase order -- Normally processed for all purchases of material, equipment or service.

Blanket orders/price agreements -- A Purchase Order normally processed where material or equipment will be used on a frequent or repetitive schedule. This order normally covers an annual period for specific items at unit prices. Often blanket orders/price agreements include more then one using department.

Maintenance contracts -- Used to obtain maintenance and repairs to County facilities and equipment and contract must be in place before a Purchase Order can be issued. These contracts are established for a period of one to three years in duration. Contracts exceeding three years require the approval of the County Administrator and/or the Board of Commissioners. Maintenance contracts require proof of insurance by the vendor for the amounts stated by the County; Workers compensation as required by the Laws for the State of Michigan ; comprehensive general liability and automotive liability in an amount as required by the County.

Service contracts —Used for any services the county needs to obtain except for maintenance and repairs. Insurance is required for service contracts.

Construction contracts -- Similar to a Maintenance Contract. Construction contracts usually define a specific task or certain construction that, when completed, signal the conclusion of the contract. Insurance requirements are as noted in Maintenance Contract and often bonding is required.

Professional service contracts -- Used for the acquisition of professional services such as doctors, lawyers, nurses, architects, engineers, accountants, etc. Depending on the type of service required or the liability incurred, sufficient insurance limits may be required to cover items such as malpractice, etc., before a Purchase Order can be issued. Professional Liability insurance is required.

Change Orders -- Used as supplements to any construction contract. Changes are requested by the using Divisions and specify price changes, specification changes, shipping charges, delivery charges, installation, payment term changes, etc. Only the Purchasing Division has authority to modify a Purchase Order. If a contractor complies with an agency's request to alter a contract or purchase order without formal authorization from the Purchasing Division, the contractor may not be entitled to payment for the modified performance.

All contracts should clearly define the costs to be paid to the contractor. Additionally, a total amount or expenditure, (such as a "not to exceed" amount), a specific hourly rate should be included. Pricing information in sufficient detail must be provided in the contract document before a Purchase Order can be issued. If applicable, a complete schedule of labor charges may be required of the contractor.

Freedom of Information

The Freedom of Information Act entitles the public to full and complete information regarding the affairs of government and the official acts of public officials and public employees. Public records may be viewed or copied.

Code of Ethics

The County of Washtenaw has a rigid code of ethics for its employees. The Purchasing Manager, Buyers, or any County staff shall not accept gifts or gratuities. While the Purchasing Manager, Buyers, or staff may lunch with vendors, they are encouraged to pay their own bills. There are occasions where it would be awkward if staff were not to participate in a luncheon where they are in attendance.

Source Reduction and Recycling

Washtenaw County is actively engaged in source reduction and recycling. The Board of Commissioners has recognized the value of this and has established a committee to implement, and further efforts in this field.

The Purchasing Division shall employ every effort to seek out and explore the use of recycled products whenever possible. In consideration for use, such products must be demonstrated to meet the requirements of the using agency.

Furthermore, the Purchasing Division shall revise any product specifications that directly or indirectly preclude the use of recycled products.

Washtenaw County
Finance Department
Purchasing Division
P.O. Box 8645, 220 N. Main
Ann Arbor, MI 48107-8645
Phone (734) 222-6760, Fax (734) 222-6764

DemandStar Letter to All Washtenaw County Vendors

February 23, 2001

To all Washtenaw County vendors:

I am pleased to announce we have recently joined DemandStar.com, the leading government purchasing network on the Internet. This system brings together an extensive database of government agencies and vendors and enables us to improve our service to you by providing automatic bid notification and instant access to bid information via the Web or fax-on-demand.

I encourage you to participate in our new system of electronic purchasing. Membership in the DemandStar.com network offers your company a number of important benefits:

You will receive automatic, immediate notification of Invitations to Bid and RFPs issued by Washtenaw County and any other governmental agency in Washtenaw County that participates in the DemandStar.com network.
As other Washtenaw County agencies come on-line, you will receive automatic notification of their bid opportunities as well.
You will be notified only of opportunities relevant to your business.
You will be able to download bid documents from the Internet and no additional charge.
You can receive notification by either e-mail or fax.
Our purchasing information will be available 24 hours a day, 7 days a week on our web site and on our fax-on-demand system.

Washtenaw County will work to encourage other purchasing agencies in our region to participate in the DemandStar.com network.

Please Note: As of March 1, 2001 Washtenaw County will no longer send unsolicited bid notices or documents.

Participation in the DemandStar.com system is not a necessary requirement for doing business with Washtenaw County. You will still be able to get bid information at no cost by monitoring the newspaper for our legal ads, calling the fax-on-demand system and searching our web site for new information. However, if you choose not to register with DemandStar.com you will not receive automatic notification of bid opportunities.

You may register on-line at www.DemandStar.com or by requesting a faxed registration form by calling (800) 711-1712. The annual membership fee is $30 per county. Note: If you are already registered with DemandStar.com for any other Washtenaw County agencies, you need not register again .

Should you have any further questions regarding this matter, please call my office at 734-222-6760.

Sincerely,

Robert G. Devault C.P.M.
Purchasing Manager
Washtenaw County

MITN Letter to All Washtenaw County Vendors

April 18, 2005

Dear Vendor,

The Washtenaw County Purchasing Division is pleased to announce that it will begin utilizing a regional bid notification system created exclusively for the Tri-County Purchasing Cooperative under the Michigan Intergovernmental Trade Network (MITN) e-procurement initiative. This system serves the purchasing departments of the cities of Allen Park, Ann Arbor, Birmingham, Dearborn, Dearborn Heights, Lansing, Farmington Hills, Madison Heights, Rochester Hills, Royal Oak, Southfield, Sterling Heights, Tecumseh, Troy, Warren, and Westland, the County of Livingston, Ottawa County, Metroparks and the Wayne County Airport Authority.

Created in conjunction with BidNet®, this system will be used by the above agencies to post bids, quotes, requests for proposals, construction notices, addenda, and awards including bid tabulations. By establishing a regional bidding and registration system, vendors will now have a single point of contact and broader access to new business opportunities throughout our region. Participation in the MITN system is not a necessary requirement for doing business with Washtenaw County. You will still be able to get bid information at no cost by monitoring the newspaper for our legal ads or searching our web site for new information. The system provides the following benefits:

24-hour access to business opportunities
notification based on your designated product or service
more reliable and timely mechanism for obtaining documents
self-managed registration system

By using this system, the Washtenaw County Purchasing Division expects to significantly reduce public expenses for paper, printing, and mailing. In addition, this user-friendly system also improves service to vendors. Effective immediately, all vendors can register on this new system by going to www.govbids.com and selecting the link for the Michigan MITN System. (IF YOU ARE ALREADY REGISTERED ON THIS SYSTEM, YOU DO NOT HAVE TO REGISTER SEPERATELY FOR THE WASHTENAW COUNTY PURCHASING DIVISION).

As registration provides many benefits to your company, be sure to read and decide which registration option will be best for your business. Should you have any questions regarding this new system or registration, please call BidNet at 800-677-1997, or the Purchasing Division at Washtenaw County at 734-222-6760.

We appreciate your cooperation and continued interest in doing business with the Washtenaw County Purchasing Division as well as welcome your participation in MITN.

Sincerely,

Robert G. Devault, C.P.M.
Purchasing Manager
Washtenaw County

Bid Notification Letter to Washtenaw County Vendors

May 1, 2006

Dear Vendor,

The Washtenaw County Purchasing Division is pleased to announce that it will begin utilizing an electronic bid notification system called Opt-In. This system will serve as a means for you to be notified when bids have been posted to the Washtenaw County Purchasing website.

This system will be used to post bids, request for proposals, construction notices and addenda. By establishing an Opt-In listing, vendors will now have electronic notifications of upcoming bids, amendments & proposals. Participation in the Opt-In system is optional and not a necessary requirement for doing business with Washtenaw County. You will still have the option of receiving bid information by monitoring the newspaper for our legal ads or searching our web site for new information. The system provides the following benefits:

notification will be based on selected categories
more reliable and timely mechanism for obtaining documents
self-managed registration system

By using this system, the Washtenaw County Purchasing Division expects to significantly reduce public expenses for paper, printing, and mailing. In addition, this user-friendly system also improves service to vendors. Effective May 1, 2006, all vendors can register on this new system by going to http://purchasing.ewashtenaw.org and selecting the link for Bid Notification.

We appreciate your cooperation and continued interest in doing business with the Washtenaw County Purchasing Division as well as welcome your participation in the new Opt-In system.

Should you have any questions regarding this new system or registration, please call the Purchasing Division at Washtenaw County at 734-222-6760.

Sincerely,

Robert G. Devault, C.P.M.
Purchasing Manager
Washtenaw County

Purchasing Business Rules

Purchase Orders

Purchase orders are required for the procurement of goods and services for the county. The only exceptions are items per attachment C of the Procurement - Purchase, Payment and Vendor Selection Procedure (I.P2[b/c.2].12.

Purchase orders are generated by the Purchasing Division via contract requisitions from departments for services, leased equipment and leased property.

Departmental orders are limited to $5000.00 and are used when the purchase does not require a contract, blanket order or lease of equipment or property.

Bids/Quotes are required for purchase orders that exceed $5000.00

Purchase orders are distributed as follows:

Copy 1 (vendor copy) is mailed to the vendor.
Copy 2 (file copy) is kept in Purchasing (PO Files)

Bids/Quotes

If the procurement exceeds $5,000 but does not exceed $25,000, a minimum of three (3) written quotes are required from all three vendors.

If the procurement exceeds $25,000 then the Request for Proposal (RFP) process must be adhered to.

A bid/quote summary shall be prepared and forwarded to purchasing for final review, and inclusion in the procurement file.

Bids and quotes must be awarded to the most responsive and responsible vendor as defined in Procurement - Purchase, Payment and Vendor Selection Procedure (I.P2[b/c.2].6).

Also see Bid/Quote Method and Procedures.

Contracts

Contracts are required for the following:

Purchase of services of an individual or a company.
Purchase of goods that includes other services of the company such as installation or monitoring of equipment or some other ongoing relationship with the County.

Contracts can only be amended by the originator of the contract and cannot be amended after their expiration date.

Insurance to be Produced by Vendor:

When contracting with Washtenaw County , a vendor must provide a Certificate of Insurance evidencing the insurance requirements listed in the contract with the County. The following requirements must be met by the certificate:

- The Certificate must be produced by an insurance agent and not by the vendor itself, unless the vendor is self-insured;

- The insurance companies must be rated “B” or better in order to contract with the County;

- The named insured on the certificate must match the vendor listed on the contract; and,

- If during the term of a contract the insurance expires it is the vendor’s responsibility to make sure a new certificate is sent to the County with the new expiration dates.

Required insurance includes:

Worker’s Compensation – statutory limit;

Automobile Liability - $1,000,000 limit (County must be named additional insured if transportation services are being provided);

General Liability - $1,000,000, County must be named as an additional insured; and,

Professional Liability - $1,000,000, County must be named as an additional insured – only required in professional services contract.

The certificate of insurance must include the following:

- Certificate Holder must be Washtenaw County;

- Type of insurance must be identified, i.e. General, Auto or Worker’s Compensation;

- Limits of liability carried for each type of insurance; and,

- Expiration dates for the various insurances.

Waivers of Insurance:

If any portions of the insurance requirements cannot be met, a written request may be submitted by the vendor to the County Department they are working with. The request should list with specificity which insurances they cannot comply with and why they cannot comply. The Department will submit the request to Risk Management for review and approval. If approved, a waiver will be produced by Risk Management and will be attached to the contract.