Contracts and Procurement

Office Hours

Open Competition

The Contract and Procurement Division promotes and encourages fair and open competition for all vendors. The Contracts and Procurement Division in conjunction with the user departments, strives to design specifications for compatibility with Standard Trade Practices and the County Ordinance.

Affirmative Action Policy

Federal and State Law protects each individual against discrimination by reason of race, sex, religion, physical handicap, color, national origin or ancestry. Reasonable accommodations for individuals with disabilities will be provided upon request. For assistance, please contact Maryann Cowen at 468-2103.

Authorized Purchasing Official

The Purchasing Agent constitutes the sole agent of the County in contracting for labor, material, service, or for the purchase, lease, or sale of personal property, materials , equipment, or supplies.

Solicitation

No unauthorized solicitation is allowed in the Government Center. Special authorization to solicit may be given by the Mayor in certain circumstances (e.g., the charitable contribution campaign). Anyone soliciting without Mayor authority within the Government Center will be reported to the Building Security Officers.

Bidders Invitations to bid

A current bid list is displayed in the office of Contracts and Procurement. This list indicates a description of the commodity, bid opening date, bid number and buyer. Specifications may be obtained from the Contracts and Procurement Office receptionist or at BidSync.com. Invitations to bid are distributed through our online bid solicitation system BidSync. There is no  fee charged by BidSync.com to the vendor for placement on the computerized bid solicitation system. By subscribing to BidSync, the vendor certifies compliance with State and County regulations for a business license, sales tax number and non-discrimination requirements. Register with BidSync at http://www.BidSync.com

Bidding Procedures and Limits

Under the directions and approval of the Contracts and Procurement Division, County agencies may purchase goods and services under $5,000.00. Agencies are encouraged to obtain three bids. All County purchase orders less than $50,000.00 and in excess of $5,000.00 are made by the Contracts and Procurement Division and shall be let in the open market by at least three competitive bids. All bids in excess of $5,000.00 must be in writing. All County purchase orders involving amounts in excess of $100,000.00 are made by the Contracts and Procurement Division and shall be let by competitive bidding after approval by the Mayor. All County purchase orders involving amounts in excess of $50,000.00 shall have the County Attorney's Office review the request for bid prior to the award.

Bid Openings

The bidders and public are invited, but not required, to attend the formal bid opening. Prices will be read aloud in public. No decisions related to the award will be made at the opening. It is the bidder's sole responsibility to ensure that a bid or proposal is received at the Purchasing Division or entered into BidSync prior to the time and date specified. Late bids or proposals will not be opened or accepted and will be reflected as late, regardless of the degree of lateness or the reason, including those causes beyond the control of the bidder.

Bid Submission

Electronic submittals are accepted on bids posted on BidSync that are not specified as paper bids. Electronic submittals must be received through BidSync and will not be accepted in any other electronic format. Modifications or corrections that are received after the closing time specified will not be considered. Prices must be quoted FOB Salt Lake County's designated delivery point. No charges for delivery, drayage or insurance permits will be paid by the County.

Fax Bids

Fax bids will not be accepted. Fax price quotes may be accepted, if requested by the buyer.

Prices

Prices are firm for the duration of each bid and are FOB Salt Lake County's designated delivery point.

Order Procedures

A purchase order number may be issued prior to the delivery of any goods or the performance of any services by a vendor, or the acceptance thereof by the County. An example of a valid purchase order number would be NP09100P or NP09100SM. The purchase order number must appear on all correspondence, delivery, receipts, invoices, statements, credit memos and debit memos. Salt Lake County may also make payment with a purchasing card. In this case a purchase order number as stated may not be required but the agency should indicate that the purchase will be paid for with the purchasing card. 

Purchasing Policies

The Contracts and Procurement Division "Purchasing Policies and Procedures" are available upon request. Please contact our office for information 801-468-2556. 

Samples

Samples of items, when required, must be furnished free of expense to the County, and if not destroyed by test, may upon request made at the time the sample is furnished, be returned at the bidder's expense.

Specification

Vendors with products meeting or exceeding the requirements are invited to bid. Any manufacturers' brand names, trade names, catalog numbers, "or equals" used in the specifications are indicated for the purpose of establishing and describing general performance levels. Such references are not intended to be restrictive, and bids are invited on these and comparative brands or products of any manufacturer. Any other brands or models substantially equivalent to those named are considered for award, with the Purchasing Agent reserving the right to determine equivalency with recommendations from the using agency.

Awarding of Bids

All submissions are evaluated by the Contracts and Procurement Division and by the user agency where specifications play a major role in determine performance levels. The award is made to the lowest responsive and responsible bidder providing a submission that results in the lowest ultimate cost to Salt Lake County.

Taxes

Salt Lake County is exempt from all Federal Excise and State Sales and Use Taxes, and is not required to have a Utah State Sales Tax I.D. Number.

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