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Purchasing

Businesses large and small should be aware of opportunities to provide goods and services to Calhoun County. That's why we've prepared this guide to the County purchasing system. We want to ensure that all interested suppliers are given a fair and equal opportunity to bid on County business. Our Goal: to obtain the best value and service possible for public funds spent, at all times maintaining the highest standards of business ethics in our dealings with suppliers.

Supplying all departments of the County is the responsibility of the Calhoun County Purchasing Department, located on the third floor of the Calhoun County Building, 315 West Green Street, Marshall, MI 49068, (269) 781-0981 or Fax (269) 781-0140.

The procurement function is accomplished by competitive bidding based on pre-determined specifications. This Department also handles the sale of obsolete or salvageable material, and numerous other administrative functions.

So, if you're marketing a product or service Calhoun County could use, read on.

Step 1: Make sure you're registered as a vendor with the County

If you are interested in bidding opportunities with the County, complete the vendor registration process by accessing the County's website: http://www.calhouncountymi.gov/VendorReg.  For vendors without internet access, Vendor Application forms are available from the Purchasing Department office or by phone). After we receive your registration information, you can look forward to receiving requests for quotations or bids based on the product or services you choose to list within your registration information.

Vendor Registration information may be updated on-line at any time.  Vendors are encouraged to maintain up-to-date information with the County.

Step 2: Bid Opportunites, Awards, & Bid Instructions

Click on the quick link on the Purchasing home page "Bid Opportunities/Awards/Bid Instructions."  A list of bids and the status of their award are posted.  Instructions on how to bid with the County are included.

Step 3: County Purchasing Regulations

County Purchasing Regulations require sealed bids or proposals for contracts exceeding $20,000. Smaller purchases may be by written quote or telephone quote.

The quotation method selected is based on the nature and importance of the contemplated purchase or service, the urgency of the requirement, general trade practices and market conditions, and the amount of the expenditure.

When submitting a sealed bid or proposal to Calhoun County, be certain to follow all instructions and submit all documentation indicated in the bid solicitation.

Step 4: Return quotes prior to closing date

Quotations must be returned to the Purchasing Department prior to the closing date and time specified on the request for bid. They are time-stamped on receipt and placed in a file, pending the prescribed closing time. Quotations are opened in public normally at the time specified for closing. Representatives of firms who have submitted quotes are welcome to attend. Quotations received late will not be opened.

It is solely the vendor's responsibility to see that quotations are received at the Purchasing Department. Quotations reaching other County offices are considered late unless timely received in the Purchasing Department.  The prevailing time is pursuant to www.time.gov.

Environmentally Sound Purchasing

In order to increase the development and awareness of environmentally sound products, the Calhoun County Purchasing Department staff ensures that wherever possible and economical, specifications are amended to provide for expanded use of products and services that contain the maximum level of post-consumer recyclable waste and/or recyclable content, without significantly affecting the intended use of the product or service. It is recognized that cost analysis is required in order to ensure that the products are made available at competitive prices.

Professional Affiliations

In order to maintain and promote professionalism in all aspects of its mission, the Calhoun County Purchasing Department maintains membership in the Michigan Public Purchasing Officers Association and the National Institute of Governmental Purchasing.

The Department subscribes to and supports the professional standards and ethical principles of these organizations.

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Calhoun County
315 West Green Street
Marshall, MI  49068
Phone:  (269) 781-0700
Fax:  (269) 781-0140

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This page last modified 04/13/09.
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