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Finance - Purchasing

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1. Who should I contact if I want to sell my products and/or services to the County?

Please contact the Purchasing Division. The Purchasing Division assists all suppliers in registering with the County and ensuring requirements are met to be a County supplier.

2. Are purchase orders required for all purchases?

All purchases over $5,000 require a purchase order and all purchase of controlled commodities including technology and furniture require purchase orders.

3. Does the County give preference points to local firms?

The County does require most service providers and many product distributors to be located within the County or close to the County to ensure fast and flexible service and locally stocked supplies when needed. The County does not have a preference point system.

4. Does the County have a minority or disadvantaged business preference?

The County does not have a preference program for DBE or MBE business. However, some of the County’s projects may have federal funding and goals for DBE and MBE participation. Additionally, the County has a strong outreach and training program that encourages, tracks, and seeks to improve the participation of DBE, MBE, WBE, VOB, LGBT, and SBE suppliers.

5. What rules govern the County's purchasing practices?

The Purchasing Division is governed by the Revised Code of Washington (RCW), the Snohomish County Charter, the Snohomish County Code (SCC), Purchasing Policy and Procedures, and any other federal or state regulations that may be applicable based on funding and other factors.

6. Does the County offer training for new businesses on how to do business?

The County works closely with the Procurement Technical Assistance Center (PTAC) on training. Several times each year, the County and PTAC collaborate on training events. PTAC also offers training every month. For information, contact PTAC at [email protected]

7. How can I set up a meeting with a buyer?

Call or email the buyer directly or email the Purchasing Division at [email protected] and we will respond. Additional contact information is available on the main Purchasing home page at http://snohomishcountywa.gov/186/Purchasing

8. Can I fax my bid to you?

If the bid document requires a sealed bid no fax bids will be accepted. Quotes and informal solicitations may allow faxed bids. Bidders should follow the instructions within the bid documents.

9. Am I supposed to include tax in the price on a Request for Quotation?

Requests for Quotations are used for purchases between $35,000 and $50,000. Due to the fact that there are different tax rates within the county, the solicitation document may or may not ask for tax to be included. The county is not exempt from paying sales tax and will either make payment to the vendor or directly to the state as a use tax. Bidders should follow the directions on the solicitation.

10. How can I register for the County’s bid list?

If you would like to register to do business with Snohomish County we have an online vendor registration system called the Purchasing Portal. Snohomish County has a partnership with eBid eXchange, a web based e-Procurement service for this process.

11. If I'm not registered on the Purchasing Portal, am I still able to submit bids to the county?

Yes. However, in order to receive bid notifications and download solicitation documents from the Purchasing Portal you need to be registered as a Snohomish County vendor.

12. Who in your office can I call to speak with about the commodity or service I have to offer?

Please visit the Selling to the County link on the Purchasing page or contact the Purchasing Division at the number listed above.

13. How can I find out which services or commodities are currently available for bidding?

Visit our Current Bid Opportunities page or stop by the Purchasing Division.

14. Can I be automatically notified of bid opportunities or do I need to keep watching the legal ads section?

Yes - you will receive bid notifications from Snohomish County once you register on the Purchasing Portal and select the commodities or services you wish to sell to the County.

15. Where do I send my bid?

Bids / proposals shall be received by the Purchasing Department at 3000 Rockefeller Avenue, Administration East Building, Sixth Floor, Everett, Washington 98201, or mailed to 3000 Rockefeller, M/S 507, Everett, Washington 98201. Bids / proposals must be received by the date and time cited in the solicitation document.

16. How can I get a copy of the tabulation of bids on a particular bid?

Visit our Bid Tabulation page for more information. Within one hour after the bid opening the county will post the preliminary bid tabs, which have not yet been reviewed or verified. Once available, the final bid tabs will be posted.

17. With whom, in the county, do I contact to get payment for my invoice?

All invoices should be mailed to the ship to address as shown in the Header of the purchase order or as shown under “Special Instructions” in the body of the purchase order, if so noted. For professional or technical contracts invoices should be mailed to the county contact person provided in Section 7 of the contract.

18. Are departments allowed to make their own purchases?

The majority of all purchases are either made or approved by the Purchasing Division through the use of purchase orders. County departments are permitted to make small purchases for items costing less than $5,000 by the use of a county issued P-Card or by a warrant.

In the event that a good or service is requested by a county representative without an approved purchase order, please contact the Purchasing Division. Purchase order numbers can be verified by contacting any member of the Purchasing Department.

19. What is a pre-bid / pre-proposal conference?

The pre-bid / pre-proposal conference is a meeting held to discuss the specific Invitation to bid (ITB), Request for Proposal (RFP), or Request for Qualifications (RFQ) document. This meeting gives you the opportunity to ask questions and to request clarifications in the documents. Pre-bid / pre-proposal conferences are held for most formal ITBs or RFP / RFQs solicited by the county. The pre-bid / pre-proposal conference is usually not mandatory, but suppliers / contractors are strongly encouraged to attend.

20. What criteria are used to award bids and proposals?

Bids are awarded to the lowest responsive, responsible bidder(s) meeting the bid requirements. RFP award recommendations are based on other criteria in addition to price. The solicitation document will specify the method of award.

21. What about bond and insurance requirements?

Bonds and insurance may be required for various procurement. The county attempts to only require bonds and insurance in order to meet statutory mandates or when warranted to protect the county's interests. Bond and insurance requirements are specified in the solicitation document.

22. How can I thank an employee of the Procurement Department for their help?

Employees of the Purchasing Department are prohibited from accepting gifts, meals, trips, or any other items or services from a vendor. A simple thank you"or a short letter is acceptable.

23. How often does the county hold auctions?

For more information, please visit our Surplus page.