How to Do Business with Wayne County - FAQs
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- WHAT ARE YOUR BUSINESS HOURS?
- MAY I VISIT THE WAYNE COUNTY PURCHASING STAFF?
- HOW CAN I BE PLACED ON YOUR BID LIST?
- HOW DO YOU SOLICIT GOODS AND SERVICES?
- HOW DO I KNOW WHAT YOU WANT TO BUY?
- ARE YOU TAX EXEMPT?
- TYPES OF CONTRACTS
- HOW DO I SUBMIT A BID OR PROPOSAL?
- DO YOU SUPPORT VENDOR DIVERSITY?
- ARE YOUR BID OPENINGS PUBLIC?
- HOW DO I KNOW WHO WON THE CONTRACT?
- WHAT IF I MAKE A MISTAKE?
- DO YOU ALWAYS ISSUE AN AWARD?
- WHY DO YOU ASK FOR DELIVERY DATES?
- WHERE DO I SHIP THE ORDER?
- WHAT IF I CAN’T SHIP THE WHOLE ORDER?
- HOW DO I BILL YOU?
- WHEN DO I GET PAID?
- WHAT ABOUT HAZARDOUS MATERIALS?
Q - WHAT ARE YOUR BUSINESS
HOURS?
A - The Purchasing Division is open for business from 8:00 AM to 4:30 PM,
Monday through Friday, except observed holidays. The office is located at 600 Randolph,
Suite 146, Detroit, Michigan.
Q - MAY I VISIT THE
WAYNE COUNTY PURCHASING STAFF?
A - Sales representatives are a valuable source of information in obtaining
bids, specifications, state of the art advancements or product improvements. They
also assist in resolving problems in delivery, billing and payment matters, etc.
Therefore, we value their visits. However, we recommend scheduling an appointment
in order to effectively utilize time.
Q - HOW CAN I BE PLACED
ON YOUR BID LIST?
A - The County has a web-based vendor registration system on its E-purchasing
website. Vendors must self-register. The County encourages vendors to take part
in the bid process. However, it is the vendors' responsibility to keep their registration
current and it is their responsibility to modify their registration online whenever
any changes occur in their product or service, address, ownership, or status as
a prospective bidder. Failure to respond to a formal solicitation is defined as
a lack of response when invited to bid. The County reserves the right to update
and validate the bidders' list periodically and may require renewal of applications
on file.
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Q - HOW DO YOU SOLICIT
GOODS AND SERVICES?
A - Unless otherwise required by law or Ordinance, all goods and services
shall be procured by issuing competitive sealed bids or proposals.
Formal Requests for Proposals (RFP’s), Invitations for Bids (IFB’s) and Requests
for Qualifications (RFQ’s) are used for the purchase of goods and services in excess
of $50,000 and construction in excess of $100,000. Informal Solicitations for Quotes
(SFQ’s) are used for goods and services $50,000 or less and for construction $100,000
or less. The Wayne County Commission retains the authority to review and approve
contracts for goods and services in excess of $50,000 and construction in excess
of $100,000. The Wayne County Executive executes the contracts and grants the final
authorization to proceed.
Formal solicitations require posting of a public notice and submission of a sealed
bid or proposal. Bids and proposals must be submitted in person or by mail. Formal
bids may not be submitted via facsimile transmission or telephone.
Informal solicitations may be submitted via telephone, in person, by mail or by
facsimile transmission. Specific submission requirements are stated in the bid documents.
Although a sealed bid technique is not used, all informal quotations greater than
$5,000 are made on a competitive basis, soliciting quotes from at least three (3)
vendors whenever possible.
The Wayne County Procurement Ordinance exempts small purchases of $5,000 or less
from the competitive solicitation process. Procurement requirements shall not be
artificially divided so as to constitute a small purchase. Competitive quotations
will be obtained if the Purchasing Director determines the non-competitive quote
is unreasonable.
A purchase order is required in order to provide goods or services to the County.
Therefore, the County will not be responsible for payment for services rendered
or goods delivered in instances where an authorized purchase order has not been
issued. If you are asked to fulfill an order or provide a service without a County
purchase order, you are cautioned to acquire an authorized purchase order and to
obtain the name and department of the individual who issued the request for goods
or services. A purchase order is essential to doing business with the County. It
is your assurance that you are authorized to be paid for the goods provided or the
services rendered.
Q - HOW DO I KNOW WHAT
YOU WANT TO BUY?
A - Notices are published on the Purchasing website (www.waynecounty.com) when the County uses a formal competitive
solicitation (RFPs, IFBs and RFQs) for those procurements expected to exceed $50,000.
The notices are accompanied by the entire solicitation document, when practical,
in a downloadable format. Notices are also posted in the Purchasing Office. Typically,
notices are also published in various weekly news and legal publications. When a
wider distribution is deemed necessary for any type of solicitation, regional and
national publications may be used to circulate the required information.
Vendors that have registered on the County’s web-based E-purchasing system with
a current email address should receive automatic notification of solicitations for
quotes (for procurements valued $50,000 or less) in the commodity or service areas
in which they have registered. Any vendor that has not registered on the County's
web-based bidders' list may still obtain a copy of the quote requests by visiting
the website.
Q - ARE YOU TAX EXEMPT?
A - The County is exempt from any taxes imposed by the state and/or Federal
Government. Vendors shall not include state, local and federal taxes in any prices
quoted to the County. The Tax Exemption number will be furnished upon request.
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Q - TYPES OF CONTRACTS
The County normally contracts for two types of purchases, either a one-time contract
or a term contract.
One Time Contract: The County procures required services or materials on
a one-time basis. A firm price is requested for fixed quantities, or a fixed total
price, with single or multiple delivery sites.
Term Contract: The County procures goods and services as needed, at fixed
unit prices or fixed discount schedules, through multi-year contracts for estimated
quantities of materials or services commonly used in volume by specific Divisions
or on a County-wide basis. Certain contracts may include a price escalation clause.
Q - HOW DO I SUBMIT
A BID OR PROPOSAL?
A - All formal bids and proposals shall be submitted as specified in the
RFP, IFB or RFQ and delivered to the Purchasing Office at 600 Randolph, Suite 146,
Detroit, Michigan. The documents must be received and stamped in the actual Purchasing
Office before the due date and time stated. To ensure proper routing, sealed envelopes/boxes
containing bids or proposals must state clearly on the outside the vendor's name
and address, the bid/proposal number, name of the bid/proposal and the date and
time of the deadline for the bid/proposal. It is each vendor’s responsibility to
ensure the Purchasing Office receives the bid or proposal prior to the deadline.
This responsibility rests entirely with the vendor, regardless of delays resulting
from postal handling, courier service delays or for any other reasons. Submissions
will be accepted from 8:00 a.m. to 4:00 p.m. local time, Monday through Friday,
except for legal holidays observed by the County. The time and date deadline will
be noted on the cover page of the respective bid or proposal. The Purchasing time
stamp shall be the official time of receipt. Bids and proposals received after the
designated time will be returned unopened and will not be considered.
Q - DO YOU SUPPORT
VENDOR DIVERSITY?
A - The County strongly encourages diversity among its suppliers. The Purchasing
Division administers several programs to promote vendor diversity, which include
County Based Enterprises (CBE), Small Business Enterprises (SBE), Targeted Growth
Community Business Enterprises (TGCBE), Expanding Business Enterprises (EBE) and
more. Businesses that are certified through one of these programs will receive a
bid/proposal price evaluation credit during the County’s competitive bidding process.
For additional information regarding these programs please contact the Purchasing
Office at 313-224-5151. For information on certification requirements and processes,
please contact the Wayne County Human Relations Division at 600 Randolph, Fifth
Floor, Detroit, Michigan 313-224-5021 or visit the Wayne County website at www.waynecounty.com.
Q - ARE YOUR BID OPENINGS
PUBLIC?
A - Unless otherwise stated on the Notice page, all formal bids are opened
publicly in the Purchasing Office at 600 Randolph, Suite 146, Detroit, Michigan,
on the date and at the time listed in the IFB. The Purchasing Director’s designated
representative presides over the bid openings. Other representatives of the County
may be in attendance. The designated representative shall read the total bid price,
as well as any other information deemed pertinent. A cordial invitation is extended
to vendors, sales staff, and the interested public to be present at the bid opening
to witness the reading. No decisions of award or rejections are made during the
bid opening. No discussions relating to the bids are entered into during the bid
opening. A copy of the “unofficial tabulation” that is recorded at the reading is
made available upon request for those interested parties that are unable to attend.
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Q - HOW DO I KNOW WHO
WON THE CONTRACT?
A - For IFB’s, the award is made to the lowest responsive (conforms in all
material respects) and responsible (has the capability to perform and the integrity
and reliability which will assure good faith performance) bidder. The Purchasing
Division tabulates all formal IFB’s. Copies of the official tabulations are available
upon request after the award. Copies are also available in the Purchasing Office.
Results are not provided over the telephone. The bid documents are public information
and therefore may be inspected under the Freedom of Information Act.
For RFP’s, the award is made to the proposer whose proposal is deemed most advantageous
to the County based upon the evaluation criteria as published in the RFP document.
The Purchasing Director’s recommendation for award notice is issued to all RFP respondents
after the evaluation process is finished. Proposals are available for public inspection
under the Freedom of Information Act.
Q - WHAT IF I MAKE
A MISTAKE?
A - The County will allow for the correction or withdrawal of inadvertently
erroneous bids before bid opening. After bid opening, corrections or withdrawals
shall only be permitted to the extent that the bidder can show, by clear and convincing
evidence that a mistake of a non-judgmental character was made. The Purchasing Director
reserves the right to waive any informality or irregularity in any bid/proposal.
Any provision, which if changed or waived would materially change the bid/proposal,
cannot be waived, as that would impact the fairness of the solicitation process.
Q - DO YOU ALWAYS ISSUE
AN AWARD?
A - The County reserves the right to reject any or all bids or proposals
for any reason. The County may or may not reissue bids or proposals if all are rejected.
Q - WHY DO YOU ASK
FOR DELIVERY DATES?
A - Vendors are typically asked on the solicitation document to provide the
number of days required before delivery of a product or service can be completed,
or the specific date upon which delivery will be made. The time required for delivery
may be a critical consideration in determining who shall be awarded the bid, or
whether the contract should be awarded. Successful bidders will be expected to deliver
the materials and/or services they are providing within the specified time. If delivery
dates cannot be met, Purchasing must be notified immediately. Purchasing will decide,
after notification of late delivery, the next course of action.
Q - WHERE DO I SHIP
THE ORDER?
A - All purchases are made F.O.B. destination, unless otherwise specified.
The County's title to goods occurs upon satisfactory delivery and acceptance at
the delivery point shown on the purchase order. All shipments to the County must
be made to the locations designated on the purchase order. Deliveries may be required
to be made to different divisions in various locations. The purchase order number
must appear on the shipping or delivery ticket, as well as on the invoice. Failure
to meet specified delivery schedules may result in cancellation of the order. At
a minimum, such delinquency will be noted in the vendor's record.
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Q - WHAT IF I CAN’T
SHIP THE WHOLE ORDER?
A - A delivery normally must be made in the exact quantity called for on
the purchase order. Partial deliveries, however, are required and accepted in some
instances. The County will make payment on partial deliveries when (1) a contract
for the supply of goods, commodities, or contractual services extends over a period
of months; (2) the solicitation/contract does not require a single payment upon
completion; and 3) authorization for payment is made by the receiving Division.
In the case of any partial delivery, the shipping ticket and invoices must indicate
the quantity being delivered and not the quantity ordered by the County.
Q - HOW DO I BILL YOU?
A -
In order to receive payment for goods or services furnished to the County, submit
an original invoice to the Department of Management & Budget’s Central Accounts
Payable Division. Invoices should not be sent to Purchasing. However, a duplicate
copy of an invoice may be sent to the operating Division to help expedite the payment
process. Failure to submit the original invoice to Accounts Payable is likely to
delay payment. Invoices must show: (1) Purchase Order number; (2) Complete description
of the goods or services furnished; (3) Quantity; (4) Unit prices and extensions;
(5) Date of delivery or date services were performed; (6) The discount terms; and
(7) Name of the operating division to which shipment was made or services performed.
In addition, the invoice should include the vendor's invoice number and date. Before
issuing the invoice, be sure to verify that it complies with the pricing agreed
to in the contract or there may be a delay in payment while the discrepancy is resolved.
The Department of Management and Budget (M & B) also operates several satellite
finance offices, which provide onsite financial services to various County departments.
Two of those satellite offices, the M & B Department of Public Services Finance Division
and the M & B Department of Environment Finance Division are responsible for processing
payments for goods provided and services rendered to the Department of Public Services
and the Department of Environment, respectively.
Central Accounts Payable Bill To Address:
Finance Division – 5th Floor
Wayne County Building
600 Randolph
Detroit, MI 48226
M & B DPS Finance Bill To Address:
M & B DPS Finance
Neudeck Building – 1st Floor
415 Clifford
Detroit, MI 48226
M & B DOE Finance Bill To Address:
Department of Environment
Administrative Offices
415 Clifford, 7th Floor
Detroit, MI 48226
Please be mindful that the “Bill To” address is listed in the top section of
each purchase order.
Q - WHEN DO I GET PAID?
A - The vendor receives payment only after delivery and acceptance of the
goods, commodities, or services. After the vendor has submitted an original invoice
for the goods or services, the invoice is matched with the operating division’s
receiving report and the purchase order. The County’s Central Accounts Payable Division
or the respective satellite division then issues a check for the amount due to the
vendor. Properly submitted invoices are paid within 30 days of receipt.
Q - WHAT ABOUT HAZARDOUS
MATERIALS?
A - Vendors are advised that the County requires proper labeling and Material
Safety Data Sheets (MSDS) on all products covered by the Hazard Communication Act
- 29 CFR 1910.1200. It is the vendor's responsibility to be cognizant of which products
are covered by the Act and to provide MSDS with the initial shipment. It is also
the vendor's responsibility to provide any updates or revisions of MSDS as they
may become available for any products sold and delivered to the County.
WE LOOK FORWARD TO DOING BUSINESS WITH YOU!!!!
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