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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
We buy a variety of items for Shelby County. 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
Competitive prices are solicited from bidders for any purchases over $15,000. 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.
Shelby County Government's Purchasing Department is pleased to announce that we have implemented an On-line bidding process (electronic sealed bids). We have selected Mercury Commerce Solutions with its easyBid and easyQuote process as our on-line provider. This new system will transition current paper-based bidding process to a fully automated on-line bidding process, via the Internet.
Because of this new system, all vendors who wish to conduct business with Shelby County Government are required to register with Mercury Commerce in order to be notified of on-line bids. There is no charge for this registration, and it is easy to use. To register:
- Go to www.mercurycommerce.com
- Click on "Vendors"
- Fill out the requested information
- Click on "submit"
If you have questions about the registration process, contact ESM Solutions at (877) 969-7246. If you have already registered with either Mercury Commerce Solutions or eSchoolMall (both ESM Solutions Companies), there is no need to register again.
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.
Qualified Vendors
Organizations that would like to do business with Shelby County will be required to apply for an approved vendor number through the on-line vendor registration process. You must access the document on-line and complete all of the required information and submit your request electronically (paper applications will no longer be accepted). You may access the vendor registration application through the following link: https://forms.shelbycountytn.gov/lfserver/vendorapplication
Please make sure that you access, print & or read the attached instructional documents prior to completing the application.
Obtaining Bids
Organizations desiring to bid on items needed by the County must make sure they are placed on the County's mailing list by becoming an approved vendor through the vendor registration process outline above.
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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