General Policy and Procedures
Vendor is
expected to fulfill basic responsibilities when dealing with the
County.
·
To conduct all negotiations with user department
ethically, without attempts to influence through offerings of
personal gifts or entertainment.
·
Deliver all goods and/or services in a timely
manner.
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Whom do I
Contact
All new vendors shall contact the
Purchasing Department. The Purchasing Department will notify the
supplier of the contacts in user departments for their products
and services.
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Demonstration of Product(s)
Vendors are encouraged to show and
demonstrate their products to County Departments. It is
important to relieve any doubt or misunderstanding that could be
corrected through a product demonstration. Demonstrations are
also valuable to evaluate new products in their working
environments.
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Sales Calls
Vendors are
encouraged to visit the Purchasing Department, and/or the user
departments anytime during normal business hours. No prior
appointment is necessary, however to assure that the
participants are available, calling ahead to schedule an
appointment is strongly encouraged.
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Vendor
Selection
The Selection of a vendor will be
the responsibility of the user department for all purchases
under $500.00. Several factors will be considered when making a
selection: dependability, service record of the vendor, price,
the nature of the guaranty and warranty of the product, quality,
and delivery.
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Local
Preference
Outagamie County does not have a
local preference law enacted. All purchases are open to any
responsible vendor so interested. However, if all considerations
and price are the same, local will prevail. If all
considerations and price are equal and the vendors are local, a
coin toss will prevail.
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Vendor
Relations
It is the policy of the Purchasing
Department to maintain and practice the highest possible
standards of business ethics, professional courtesy and
competence in all dealings. At all times, applicable laws must
be observed. In this regard the following guidelines will be
observed by the Purchasing Department:
·
Accord prompt and courteous reception to all
vendors and their representatives
·
Provide for and allow fair and equal treatment to
all vendors
·
Assure the confidentiality of all quotations prior
to the award
·
Remain free from obligation to any vendor or their
representative
·
Avoid putting the vendor to unnecessary expanse or
inconvenience by showing consideration for the vendor’s
difficulties whenever possible
·
Provide clear and concise instructions and explain
fully and reason for rejection
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What is
a Purchase Order
The purchase
Order is a formal written agreement between the vendor and the
County for the acquisition of specific goods or services as
detailed in the description section of the order from. The
Purchase Order specifies the
billing address
and shipping instructions necessary for receipt of the merchandise.
All prices and costs associated with the acquisition are
detailed on the order. No changes or modifications can be made
without specific authorization from Purchasing. Any instructions
should be followed carefully to insure payment.
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Delivery of a Purchase
Order
Each purchase order issued by the
Purchasing Department details the address for delivery of the
merchandise requested. These instructions shall be followed
completely, as delivery to an improper address does not
constitute a receipt and acceptance of the goods, and will delay
any payment until corrected by the Vendor. Deliveries are
accepted during normal business hours unless stated otherwise.
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Delivery without a
Purchase Order
The Purchase
Order is the County’s authorization to provide goods or services
to one of its department locations. Any deliveries made without
a purchase order or through the procurement card are non-binding
and will not be paid by
the County. Unless a purchase order is issued, or a procurement
card is used, there is no contract between the vendor and the
County, and the vendor must bear the responsibility for the
payment of the invoice from the ordering individual. No
obligation against the County will be honored unless a properly
approved purchase order is issued in advance of delivery.
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The Purchasing Department will
provide all necessary information/clarification on the bid or
proposal specifications issued by them. The Purchasing
Department is available to answer questions during normal
business hours.
Bidders/Proponents are responsible for reporting any errors in
the specifications to the Purchasing Department, 410 South
Walnut Street, Appleton, Wisconsin 54911.
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How do I
get Answers
Questions and Clarifications to
specifications will be made in writing to the Purchasing
Department Ten (10) calendar days prior to the date of the bid
or proposal is due. There will be times when the questions will
be of such nature as to require research time, this may delay
the opening. This decision will be on a case by case basis. The
known vendors will be notified of the revised bid or proposal
opening due to any delay with answering clarification questions.
This revised bid or proposal opening will also be available on
the Outagamie County website as notice.
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How
to Obtain Specifications
To obtain a copy
of a bid or proposal package, log onto
www.co.outagamie.wi.us; On the Home Page scroll down and
click on “Status of Bids/Proposals”. This will take you to
current bids and proposals. Scroll down to review goods and
services currently be requested. Click on “details” to obtain
information and specifications.
Notices are
posted in the local newspaper per Wisconsin State Statutes for all bids.
However, proposals are
at the discretion of the department depending on the good's,
service and/or value.
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Bidders/Proponents List
Vendor’s who wish
to be considered for receiving a document package for a bid or
proposal can
click here then
complete the information requested. Outagamie County is not
obligated to include your company when a specific commodity or
service is requested. However, solicitations are automatically
e-mailed or mailed to a reasonable number of vendors from the
address book, with the Purchasing Department determining the
number of e-mails or mailings warranted for each request.
Qualifications of
bidders/proponents are not reviewed prior to placement in the
address book and placement on the address book does not mean
that Outagamie County considers your firm to be a "responsible"
vendor. The Purchasing Department reviews "responsibility" on a
individual basis when bids/proposals are reviewed.
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Bidders/Proponents
Responsibilities
It is the responsibility of the
bidder/proponent to read all documents contained in the
specifications carefully, and follow the directions in the
packet. Bidders/proponents are responsible for the timely
submission of their bid/proposal.
The bid/proposal form contains the specifications for the
product or service being purchased and the terms and conditions
governing the solicitation. This form along with the original
bid/proposal and any addendums will become part the actual
contract.
Manufacturer’s names, trade names,
brand information and/or catalog or part numbers that are listed
in a bid/proposal are for information and establishment of
quality levels desired and are not intended to limit
competition, but rather is a means to establish a minimum level
of acceptable quality. Bid and propose any manufacturer and
model as long as the products you propose are equal to or exceed
the required standards. The fact that all standard equipment may
not be mentioned in the minimum specification listing does not
permit a bidder/proposer to leave out any item or part shown as
standard in the manufacturer's detailed cuts and specifications.
If for any reason that the manufacturer’s name and brand will be
the only acceptable product, the bid/proposal will indicate no
substitutes will be allowed.
If bids/proposals are based on
equivalent products, indicate on the bid/proposal form the
manufacturer’s name and catalog number. You should submit with
your bid/proposal complete descriptive literature and/or
specifications. You should also explain in detail the reason(s)
why and how the proposed equivalent will meet the specifications
and not be considered an exception and submit adequate proof to
substantiate your equivalent. Outagamie County reserves the
right to be the sole judge in determining what is equal and
acceptable. Bids/proposals which do not comply with requirements
are subject to rejection. If you fail to name a substitute, it
will be assumed that you are bidding on and will furnish goods
identical to the bid/proposal standard.
Your bid/proposal
should also reflect any unit price discounts to be considered
for the evaluation process.
Bidders/proponents are responsible for reporting any errors or
omissions, in writing, to the Purchasing Department.
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Contents of Bid
or Proposal Document
Each Packet contains:
·
The Name and number of the bid or proposal
·
Instructions to bidders/proponents
·
Time and date on which the bid or proposal is due
·
Technical specifications
·
Bid/Proposal forms
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Bidding/Proposal Requirements
The County is required under State
Statute and County Ordinances, to obtain public bids/proposals
for goods and services that meet or exceed predetermined cost
thresholds. A formal, publicly advertised bid is required when
the acquisition of goods or services can reasonably be
anticipated to meet or exceed $10,000. Per State Statutes the
legal local newspaper for Outagamie County is the Appleton
Post-Crescent.
Formal proposals may also be
required for lesser amounts at the discretion of the Purchasing
Coordinator or designee. Note that the formal published
advertisements for proposal requests are at the discretion of
the Purchasing Coordinator depending on the value of the
request. However, solicitations are automatically e-mailed or
mailed to a reasonable number of vendors from our address book,
with the Purchasing Department determining the number of e-mails
or mailings warranted for each request.
All vendors are advised that
Outagamie County is under no obligation to e-mail or mail
requests for bids/proposals to any vendor and that Outagamie
County disclaims any liability and/or responsibility for doing
so or for not doing so. It is the vendor’s responsibility to
check public notices to determine what bids/proposals are
current and when responses are to be submitted.
The County is further required to
obtain written quotes for any product and material in excess of
$5,000.
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Pre-Bid/Proposal
Conference
Pre-bid/proposal conferences are
scheduled when a particular good or service is complex or
technical as to need visual clarification. If the
pre-bid/proposal conference is mandatory and the vendor fails to
attend, and sign in, that vendor will not be allowed to
participate in the bid/proposal. If they submit a bid/proposal,
it will be returned with an explanation that they failed to
attend the required pre-bid/proposal conference. In no case will
this requirement be waived.
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Receipt and Opening of
Bids
The time and date of all public
openings is stated in the letter to the prospective bidder, on
the Bid Form, and is published in the authorized newspaper. All
bids will be sealed and distinctly marked with the bid name and
the bid opening date and time. All sealed bids will be received
in the Office of the Outagamie County Clerk, Level 2, 410 South
Walnut Street, Appleton, Wisconsin 54911, on or before the date
and time specified in the bid documents. All bids are clocked in
on the official time/date stamp located in the Office of the
County Clerk.
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Receipt and Opening
of Proposals
The time and date of all public
openings is stated in the letter to the prospective proponent,
on the Proposal Form, and may be published in the authorized
newspaper. Proposals will be sealed and distinctly marked with
the proponents name and the proposal opening date and time. All
sealed proposals will be received in the Office of the
Purchasing Department, Level 4, 410 South Walnut Street,
Appleton, Wisconsin 54911, on or before the date and time
specified in the proposal documents.
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Bid Opening Procedures
Each bid document contains detailed
specifications of the project required. The package includes a
boiler plate containing instructions and information for
bidders; the time, date, and place of the opening; and bid form.
Each part of the bid package is vital to the correct and
complete submission of the bid and should be regarded as such.
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Proposal Opening Procedures
Proposals are publicly acknowledged
at the time, date and place stated in the proposal packet.
Proposals are not public record until the award of a contract by
the Purchasing Coordinator.
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Errors in the Bid or
Proposal
Your bid/proposal is your offer to
enter into a contract with Outagamie County. If, however, you
discover that you have made an honest error in your
bid/proposal, which can be supported by proof that has
evidentiary value, you must contact the Purchasing Coordinator
or designee immediately. The Purchasing Coordinator or designee,
on a case-by-case basis and in exercise of their professional
discretion, may grant or deny relief on the error.
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Bid Viewing
All bid openings are public and
anyone is permitted to attend. When all bids have been opened
and read aloud they are available for public view. Anyone not
present at the public opening may look at the bids during normal
business hours. Please contact the Outagamie County Clerk to
schedule a time to do so. Outagamie County will attempt to post
on our website the bid summary shortly after bids have been
opened. Sometimes this may take a few days to post the summary.
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Selection and Award of Bid
The bid will be awarded to the
lowest responsible bidder. A responsible bidder is a
manufacturer, producer, dealer, vendor, or bona fide
manufacturer’s agent who has demonstrated judgment and
integrity, is of good reputation, is experienced, and has a
record of satisfactory performance and financial security.
The Purchasing
Coordinator or designee may use a reference from the user
department or a bidder qualification sheet to determine the
successful bidder.
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Rejection of
a Bid
The County reserves the right to
reject all bids, or all bids for any one or more goods or
services included in the bid when such rejection is in the best
interest of the taxpayers of Outagamie County.
Causes for
rejection include, but are not limited to; poor past
performance, non-compliance with any portion of the
specifications, and/or failure to provide a bid bond,
performance bond or payment bond.
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Notification of Bid Award
The Purchasing Department will
tabulate all bids received and accepted and shall determine the
lowest bidder(s). After complete review of the bids the
successful bidder will be issued a contract award.
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Prompt
Payment Discounts
You may offer a cash discount for
prompt payment; however, such discounts will not be considered
in determining the lowest net cost for evaluation purposes.
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References and Bonding Issues
Bids and projects
that involve a service require at least three (3) different
references. Completion of a statement of the bidder’s
qualification form as part of the bid package is also required
for construction bids.
A bid bond and/or
performance and payment bond may also be required. A bid bond is
a guarantee that the vendor can be provide a performance bond in
100% of the dollar amount of the bid. If the vendor cannot
provide the performance bond, the bid bond is forfeited and the
next lowest responsive responsible bidder is awarded the
contract. The bid bond requirement may also be waived if it is
in the best interest of Outagamie County to do so.
The performance
bond is used as a guarantee that the work will be performed
satisfactorily. If the vendor does not perform, the bond is used
as liquidated damages in the amount of the difference between
the vendor’s price and the next low bidder’s price.
The payment bond
is used to guarantee that the work performed satisfactorily by
any subcontractors will be paid. If the General Contractor does
not pay sub-contractor’s, the bond is used as liquidated damages
to pay the sub-contractor(s).
Bonds shall be
issued by a surety Company authorized to do business as surety
in the State of Wisconsin and which has a resident agent in the
State of Wisconsin.
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Insurance
Whenever a bid or proposal requires
the vendor to provide insurance, the awarded bidder must provide
this information prior to the Purchasing Department recommending
final award. It will be necessary for you to furnish a
certificate evidencing insurance coverage as may be required.
Insurance requirements must be provided as part of the
conditions in the bid or proposal. Outagamie County will always
request that the County is an Additional Insured on the policy.
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Protest
Procedure
Any vendor/bidder/proponent who
feels they have grounds for a protest to any bid or proposal
shall notify the Purchasing Department, in writing. The
Purchasing Department will investigate and respond
appropriately.
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Bidder Default – Consequences
If a bidder fails
to fulfill the terms and conditions of the bid, they may forfeit
their bid/performance bond and may be removed from the bidder’s
list for future solicitation. In addition, penalties may be
incurred for late delivery or frequent back orders. With
documentation, a vendor may have the contract terminated and be
subject to liquidated damages for the remainder of the contract
term.
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Disposing of Surplus Property
Vehicles, office equipment and a
variety of other types of miscellaneous equipment used by the
county are sold to the public either by sealed bid, public
auction, or donated to a local non profit organization per
Chapter 3.19 of the Outagamie County ordinance.
Prospective buyers are encouraged
to have their names placed on the appropriate address book list
so that they can be notified if and when items in which they are
interested become available.
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