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General Information
Parking
The Government Center offers a convenient parking facility for public visitors to the Complex. This is located east of the North Building. There is no charge for parking. The ground level parking is reserved for the general public visiting the Government Center. There are entrances to the parking terrace from Second East and from Government Center Drive. A total of 125 parking stalls are available on the ground level. Handicapped parking is available adjacent to the North and South Buildings, on the east side.
Building EnvironmentSalt Lake County is a smoke-free environment. Please extinguish all smoking material before entering the building.
Office HoursThe Contracts and Procurement Division's normal office hours are 8 am to 5 pm, Monday through Friday, with the exception of legal holidays.
Affirmative Action PolicyFederal 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 OfficialThe 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.
ElevatorsLocated adjacent to the main entrances of both buildings are five passenger elevators for public use and one freight elevator. There is one service elevator located in the South Building designated for kitchen use only.
Open CompetitionThe 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.
SolicitationNo 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 bidRequests for bids are published in major local newspapers. When deemed appropriate, advertisements are also placed in other publications having a specific planned coverage or national exposure. A current bid list is displayed in the office of Contracts and Procurement. This list indicates a description of the commodity, bid opening date, quote number, buyer and requesting agency. Specifications may be obtained from the Contracts and Procurement Office receptionist. Invitations to bid may also be mailed to vendors whose names are maintained on the buyer's bid list or processed through the computerized bid solicitation system. There is no fee charged by RFPDepot.com to the vendor for placement on the computerized bid solicitation system. Register with RFP Depot at http://www.RFPDepot.com
Bidders's listA vendor who wished to be included on a vendor list should complete a vendor application form from the RFPDepot.com website. You may list the specific commodity codes and the goods or services you are qualified to bid on a consistent basis. By subscribing to RFPDepot.com, the vendor certifies compliance with State and County regulations for a business license, sales tax number and non-discrimination requirements.
Bidding Procedures and LimitsUnder the directions and approval of the Contracts and Procurement Division, County agencies may purchase goods and services under $2,500.00. Agencies are encouraged to obtain three telephone bids. All County purchase orders less than $25,000.00 and in excess of $2,500.00 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 $25,000.00 are made by the Contracts and Procurement Division and shall be let by competitive bidding after advertisement and approval by the Mayor. All County purchase orders involving amounts in excess of $25,000.00 shall have the County Attorney's Office review the request for bid prior to the award.
Bid OpeningsThe 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 prior to the time and date specified. Late bids or proposals will not be opened and will be reflected, regardless of the degree of lateness or the reason, including those causes beyond the control of the bidder.
Bid SubmissionBids must be signed in ink and placed in a sealed envelope with the quote number and date of bid opening marked on the outside of the envelope. 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.
Commodities Purchased by Salt Lake CountySalt Lake County purchases a wide range of goods and services, from ammunition to x-ray supplies, and from air travel to telephone services.
Fax BidsFax bids will not be accepted. Fax price quotes may be accepted, if requested by the buyer.
How the County PaysAfter the purchase order has been awarded, it is signed by the Purchasing Agent and mailed to the vendor. Four steps must be achieved before the transaction is completed. These are:
- Delivery and acceptance of goods or services
- Verification and documentation of receipt of the goods or services by the user department or agency
- Invoicing by the vendor to the Auditor's Office
- Payment by the Auditor
PaymentsAny questions relating to your payment should be directed to the Accounts Payable Section of the Auditor's Office, 468-3244.
Payment TermsVendors must ensure that payment terms are specifically stated on their bid. The offering of a discount for prompt payment is often a decisive factor as to whether a vendor is the low bidder. However, the offer of discount for prompt payment must be on terms which can be accommodated through normal county payment procedures. If not on such terms, the discount offer will be ignored. Cash discounts are always deducted from the base bid in determining the low bidder. Favorable discount terms may result in the lowest ultimate cast, and the vendor would also receive prompt payment. The discount term must also appear on the invoice.
PricesPrices are firm for the duration of each bid and are FOB Salt Lake County's designated delivery point.
Purchase OrdersA purchase order number must 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 TR2143P94. The first two digits indicate the requesting division. The last two digits indicate the year. The purchase order number must appear on all correspondence, delivery, receipts, invoices, statements, credit memos and debit memos.
Purchasing PoliciesA complete copy of the Contracts and Procurement Division "Policies and Procedures Manual" is available upon request for a nominal fee. This may be purchased at the reception desk in the Contract and Procurement Office.
Request for consultantsConsultants are individuals or firms possessing a high degree of professional skills where the ability of fitness plays an important part in their selection. Those person or firms who are exceptionally qualified, by education or by experience, in a particular field to perform some specialized service may qualify. Examples of consultants or professional services include medicine and the medical arts, architectural and engineering services, management and systems consultation, research, and the performing arts. The same procedure is used in soliciting consultants as used in selecting bidders.
SamplesSamples 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.
SpecificationVendors 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.
Tabulations and AwardsAll 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.
TaxesSalt 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.
Vendor InvoicesIn order to receive payment for goods and services furnished to Salt Lake County, the vendor must submit an invoice to the ordering/end user division as listed on the purchase order. Once the division has received the invoice and receipted the goods, payment will be made by:
Salt Lake County Auditor's Office
Attention: Accounts Payable Section
2001 South State Street, #N3300
Salt Lake City, Utah 84190-1100
Vendor's compliance with the following regulations will expedite the payment of invoices.The invoice must show:
- Using department or agency's name
- Delivery address for the goods or services
- Salt Lake County purchase order number or contract number
- Terms of payment
- The correct current business address and the "remit to" address
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