A Vendor's Guide to Purchasing Procedures for the County of Macomb

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INTRODUCTION
The purpose of this handbook is to inform interested vendors on how purchasing is conducted by the County of Macomb. An informed cooperative spirit is desirable and necessary to ensure growth of existing business and industry within Macomb County.The purchasing function is important not only to businesses who wish to participate, but to all taxpayers who are concerned with the prudent expenditure of public funds. It is imperative that purchasing be conducted in a fair and open environment with equal opportunity given to all who desire to participate in the process.Macomb County Purchasing spends approximately 17 million dollars annually on supplies, equipment and services supporting County operations where approximately 2,400 people are employed.This procurement process is very simple, straightforward and easily accessible to all small and large businesses. We at Macomb County are constantly striving to improve the bid process and ensure prompt payment for goods and services after delivery. This continued improvement to cut red tape will enhance our status among vendors as a good agency to do business with, thus increasing competition and ultimately conserving tax dollars.This publication is designed to improve communications and participation in the County bid process. If you need any further information, please contact Central Purchasing or other procurement centers listed in this booklet.Sincerely,Macomb County Board of CommissionersSelect a heading from the table below to take you to that portion of the handbook.

PROCUREMENT CENTERS	PLACEMENT ON VENDOR LIST	PROCUREMENT METHODS
ADVERTISING MEDIA USED	STANDARD TERMS	DELIVERY PROCEDURES (MAP)

Return to topMacomb County Purchasing staff are currently members of the following organization which promote professionalism and ethics in government procurement.Michigan Public Purchasing Officers Association  National Institute of Government Purchasing

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COUNTY PROCUREMENT CENTERSCENTRAL PURCHASING:

• Macomb County Purchasing Department
• 10 N. Main Street - 13th Floor
• Mt. Clemens, Mi. 48043
• Contact: Purchasing Agent 469-5292

OTHER PURCHASING CENTERS:

• Macomb County Public Works
• 115 S. Groesbeck
• Mt. Clemens, Mi. 48043
• Contact: Deputy Public Works Commissioner (586)469-5325

• Macomb County Road Commission
• 115 S. Groesbeck
• Mt. Clemens, Mi. 48043
• Contact: Purchasing Agent (586)463-8671

• Macomb County Community Services
• 21885 Dunham Rd. - Suite 10
• Clinton Twp., Mi. 48036
• Contact: Director Community Services (586)469-6999

• Martha T. Berry Memorial Medical Care Facility
• 43533 Elizabeth
• Mt. Clemens, Mi. 48043
• Contact: Buyer (586)469-5584

• Macomb County Mental Health Department
• 10 North Main Street - 5th Floor
• Mount Clemens, Mi 48043
• Contact: Buyer, (586)469-5275

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HOW TO BE PLACED ON MASTER VENDOR BID LISTAll vendors interested in doing business with Macomb County procurement centers should contact each individually in writing. Each procurement center has established guidelines for securing goods and services from businesses, which are tailored to the type of purchase or dollar amount particular to their specific needs.The most popular method used by Macomb County Central Purchasing is the master vendors bid list, which is sub-divided by the type of commodity vendors are interested in supplying. Vendors who wish to be included must request a vendor application, fill it out completely and return it to the Purchasing Department. Vendors must specify the commodities or services you are interested in bidding on. This is the most important information to relate. Purchasing will then add vendors to the appropriate bid list and file the application for future changes and revisions.Each purchasing center listed previously in this handbook should be contacted separately for their respective procedures for placement on their vendor bid list.Return to selection.

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SALES REPRESENTATIVES CONTACTSAll sales representative contacts with County departments must be arranged through the Purchasing Office. Adhering to this policy will cause less confusion and more productive time spent on the vendor's part.PROCUREMENT METHODSCOMPETITIVE BIDDING

1. Informal Bids: This procurement method is normally used in the range of $0 to $500.00. Competitive quotes are secured over the telephone by the buyers or submitted informally on the vendor's letterhead, etc. Three quotations are normally sufficient.
2. Formal Bids: Are used for expenditures of $500.00 to $5000.00. Competitive quotes are secured through formal typed quotations generated with Purchasing. Six bids or more are normally requested. These bids contain standard terminology and specify a date by which they must be returned.
3. Sealed Bids: Are used for expenditures of $5000.00 and above. These bids contain the standard terminology and due date, but also specify a time which must be strictly adhered to by all bidders. All bids must be received by the due date and time specified in order to be considered. Sealed bids are opened and read publicly at the specified time and date they are due.
4. Request for Proposal: This type of proposal in normally used to secure outside services or a combination of services and products. Request for proposal normally describes a problem or a specific need. This procurement method is more flexible and accommodates vendors wishing to submit a custom proposal, when ingenuity or creative solutions can be submitted to solve a problems in a more efficient manner.
5. Single Source Bids: May be used when extensive research and documentation is presented as to a product or services being a single source item. All single source purchases must be approved by the Purchasing Manager
6. Cooperative Purchasing: This method of purchasing may be used by municipalities to procure items off cooperatively bid state and local contracts.

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ADVERTISING MEDIA USED TO SOLICIT BIDSThe Macomb County Board of Commissioners used several types of advertising in the procurement of goods and services.

Newspapers: The most widely used publications for advertisement are:

1. The Macomb Daily
2. The Detroit News
3. Detroit Free Press

Trade Journals and Specialized Publications: In areas such as construction contracts, architect and engineering services and special services, the following publications will be used:

1. Michigan Contractor and Builder
2. Michigan Road and Construction
3. Dodge Reports
4. Construction Association of Michigan

In all instances bids will be sent to vendors listed on the Master Vendor Bid File with advertising being used for additional exposure, or as a supplement to the bid process.Return to selection.

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"STANDARD TERMS ADOPTED BY MACOMB COUNTY"F.O.B. Dest. -- "Freight on Board our Dock". Selling price is to include all freight charges. Vendors are also responsible for merchandise until it is delivered to Macomb County's receiving dock. This is clearly stated on all Macomb County standard quotation forms.Payment Terms -- Net 30 or an offer of a discount for early payment.Prompt Payment -- To ensure prompt payment, the purchase order number must appear on all invoices submitted for payment. All invoiced must be mailed to.Macomb County Finance Department
Accounting Division
10 North Main Street - 12th Floor
Mount Clemens, Michigan 48043
Payment Inquiry: (586)469-5786Tax Exemption -- The County of Macomb is a Michigan Municipal Corporation and as such is exempt for Federal Excise and Michigan Sales Taxes.Interviews and Hours -- The Purchasing Department is located on the 13th Floor of the County Building. Hours are from 8:30 a.m. to 5:00 p.m., Monday through Friday. Appointments are appreciated.Purchasing Regulations -- The purchasing function of Macomb County is regulated by the Macomb County Board of Commissioners, resolutions, common law, uniform codes, state and federal statutes, local ordinances and customs and usages of the trade.Return to selection.

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DELIVERY AND RECEIVING PROCEDURES

The County of Macomb operated a centralized receiving operation for divisions operating through Central Purchasing. Unless otherwise specified, all shipments are to be delivered to this location to insure proper handling and distribution to the using department. All freight must be prepaid by the vendor and delivered FOB Destination, Macomb County

.Hours of Operation: 8:00 a.m. to 4:00 p.m. weekdays

CENTRAL RECEIVING
21930 Dunham Road
Mt Clemens, MI 48043 (Click here for map)

This information was developed and compiled by the Macomb County Purchasing Division