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How to Conduct Business with Shelby County Government
Introduction
Welcome to Shelby County Government. It is our intention to introduce you to our procurement system, assist you in getting on our bidder's list, and help you sell us your products and services.
The Shelby County Mayor is the head of the Executive Branch and is responsible for exercising all executive and administrative functions of County government. The Purchasing Department operates under the Division of General Services, a division of the Executive Branch.
The Purchasing Department is headed by an Administrator of Purchasing who is responsible for performing the purchasing duties of the County in a cost-effective manner and in accordance with generally recognized principles of governmental purchasing.
Who We Buy For
As authorized by the 1974 Restructure Act (Private Acts, 1974, Chapter 260) and Home Rule Charter (Private Acts, 1983, Chapter 70), the Purchasing Department conducts the purchasing for all administrative departments under the County Mayor and, all other elected officials of Shelby County Government (except for the Shelby County School Board of Education.)
What We Buy
Numerous purchase orders are issued annually for approximately 4,000 items and/or services. These purchases vary from fasteners, drugs, foods, animals, apparel, office equipment, vehicles, construction equipment, office supplies, health and medical supplies to contracted items such as road materials, janitorial services, and consultant services.
Who Does Our Buying
Our staff of Buyers, who have assigned commodities, procure the majority of daily purchases.
Bidding Procedures
The general dollar limits of purchasing and action required for each level are as follows:
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0 - $14,999 At the Buyer's discretion and based on knowledge of the market and a combination of best price, delivery, and service. Competitive prices are obtained, whenever possible, in writing from a minimum of three (3) suppliers.
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$15,000 - $24,999 Competitive prices are solicited from bidders by typed 'Request for Bid' form. In other words, this process is called: Regular Bids.
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$25,000 and up Sealed Bids and public openings are required on these purchases. These bids are advertised on two (2) consecutive days in a local newspaper. (The majority of our ads appear in "The Daily News"). Bids are due a minimum of 10 days after the second day of advertising. Also, we mail notices of theses bids to suppliers on our bid list.
Exceptions to Bidding
Contracts for professional services are not based on competitive bids, but as a result of a response to a Request for Proposal (RFP), and are awarded on the basis of recognized competency and integrity at customary rates. The County may also purchase directly from any federal, state, or other governmental entities' contracts with suppliers who have agreed to sell to those entities at contracted prices without conforming to competitive bidding requirements. Emergency purchases, upon approval by the Administrator of Purchasing, may be made in the open market without competitive bidding. An emergency is defined as a threat to public health, welfare or safety, or a disruption of essential services.
Obtaining Bids
Organizations desiring to bid on items needed by the County must submit a bidder's list application form to make sure they are placed on the County's mailing list. This form may be obtained either by downloading from the above link or by submitting your request, to the Purchasing Department, on your company's letterhead.
Vendors are required to complete an IRS W-9 (click to download) form to be submitted with your vendor's application. Vendors wishing to do business with Shelby County Government must have a current W-9 form on file in our Finance Department. Failure to submit a completed W-9 form could delay any payment owed to you.
Bidder/Supplier Requirements
All bidders must pre-qualify for EOC Contract Compliance Eligibility and assigned a Contract Compliance certification number prior to submission of a bid. Failure to obtain the required EOC certification prior to bidding will result in your bid being disqualified and returned to your organization.
Qualifications required of a supplier are included in the respective bid specifications.
Bid Award
Bids are awarded to the responsive and responsible bidder submitting the best/low bid. Factors considered in the award of a bid may include, but are not limited to, apparent ability to perform, price, quality, purpose or use, prompt payment discount, freight, and delivery date.
Purchase Orders/Contract Agreements
Suppliers will receive a purchase order or notice of contract award from the Purchasing Department authorizing shipment or delivery of goods and/or services. Any vendor who manufactures or delivers an order without a written purchase order or notification of contract award does so at his own risk. The only exception is the rare instance when a purchase order number is issued verbally from the Purchasing Department, which will be followed by a written 'Confirming' purchase order.
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