Vendor Guide
THE PROCUREMENT & CONTRACTS DIVISION
Procurement & Contracts is a Division of the Chief Administrative Office and is responsible for the procurement of services, supplies, materials, goods, furnishings, equipment and other personal property for the County.
BUSINESS RELATIONS
We realize it is essential to develop good relationships with our vendors. It is our intention to give all vendors fair and courteous attention. However, County departments and the Procurement & Contracts staff would appreciate vendors making our division the first point of contact. Our division will then arrange, if necessary, contacts with other County staff. Please make an appointment to visit the Procurement & Contracts Division by calling (530) 621-5830.
VENDOR/BIDDER’S LIST
The Procurement & Contracts Division maintains a centralized bidder’s list which is classified according to supplies or services provided. You may be placed on this list by online registration.
OPEN INVITATIONS
Open Invitations to Bid and Requests for Proposals.
PROCUREMENT OF SUPPLIES, GOODS, MATERIALS, FURNISHINGS AND OTHER PERSONAL PROPERTY NOT EXCEEDING $500
No competitive process is required for purchases less than $500. Authorized departmental personnel may place orders directly with a vendor with or without the use of a Purchase Order (P.O.).
GREATER THAN $500 AND NOT EXCEEDING $5,000
The County’s Procurement Ordinance does not require a competitive process; however, only authorized departmental personnel may place the order directly with a vendor. A P.O. is not required for the purpose of placing the order with the vendor; however, a P.O. is required in the County’s procurement system for tracking purposes.
INFORMAL BIDS ($5,000-$25,000)
The Ordinance requires that purchases in excess of $5,000 but not exceeding $25,000 be made as a result of an informal request for bid. The procedure is as follows:
- A request will be issued for three (3) written bids.
- As bids are received they are tabulated and evaluated by the Procurement & Contracts staff.
- Bids are reviewed by the Purchasing Agent to determine the lowest responsive responsible bidder.
- A formal P.O. or contract is prepared and supplied to the vendor.
- The Purchasing Agent may require formal bids at his/her discretion.
FORMAL BIDS ($25,000-$100,000)
The Ordinance requires that purchases in excess of $25,000 but not exceeding $100,000 be made as a result of a formal bid. The procedure is as follows:
- A request for bid for product or service is circulated by commodity to all vendors on the established bidders list. The bid will also be advertised in the local newspaper and published on the County’s web site.
- The Purchasing Agent shall open bids received by the advertised deadline at the time and place stated in the bid request. Under no condition will late bids be accepted; any bids received after the deadline will be returned unopened to the respondent.
- Bids are reviewed by the Purchasing Agent to determine the lowest responsive responsible bidder.
- A formal P.O. or contract is prepared and supplied to the vendor.
- Award of bids will be posted in PDF format on the County’s website under Bid Results.
FORMAL BIDS (in excess of $100,000)
The Ordinance requires that purchases in excess of $100,000 follow the same guidelines as purchases in excess of $25,000 but not exceeding $100,000; however, the Purchasing Agent will submit to the County’s Board of Supervisors approval of award.
PROTEST PROCEDURE
Award of bid will be published on the County’s website under Bid Results. Bidders have ten (10) business days from the date of the posting to submit a letter of protest to the Purchasing Agent. The letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, criteria).
PROCUREMENT OF SERVICES:
NOT EXCEEDING $75,802
Purchasing Agent may enter into contracts for services provided the contract amount does not exceed $75,802
GREATER THAN $75,802 AND NOT EXCEEDING $100,000
All contracts are approved by the Board of Supervisors and executed by the Chair of the Board of Supervisors.
GREATER THAN $100,000
Effective October 20, 2022, contracts for services greater than $100,000 require a competitive selection process which may include a review of the scope of services and the contractor’s professional qualifications. All contracts are approved by the Board of Supervisors and executed by the Chair of the Board of Supervisors.
LOCAL VENDOR PREFERENCE
A local vendor preference credit of five percent (5%) for El Dorado County businesses shall be applied when evaluating bids for supplies, goods, materials furnishings and other personal property.
BUSINESS LICENSE REQUIREMENT
Any vendors who will be conducting business within the unincorporated territory of the County are required to possess a valid El Dorado County business license. This includes the soliciting of orders or the delivery of merchandise in vehicles owned or operated by the seller within such territory whose principal place of business is not within the unincorporated territory of the County. Information on obtaining a County business license can be found on the Treasurer/Tax Collector website.
INSURANCE REQUIREMENTS
Information on El Dorado County insurance requirements.
COUNTY SURPLUS
The Purchasing Agent is responsible for administering the County surplus property program which includes the selling, transfer, donation or exchange of surplus property as provided for by Government Code, County Ordinance Code, or Board of Supervisor’s direction.