Purchasing - Vendor Guide

Office of Budget & Finance - Purchasing Department

Download Vendor Guide 2016 PDF

Procedures
Procurement Card ($2,500 or less)
User department makes direct purchases including the use of procurement cards issued to authorized individuals.

Informal Quotations ($2,500.01 - $10,000.00)
User department/agency obtains verbal or written quotations.

Formal Quotations ($10,000.01 - $50,000)
User department/agency/Purchasing Department obtains written quotations from a minimum of three bidders.

Formal Bids (exceeding $50,000)
Formal solicitations--Invitations for Bid or Requests for Proposals, are posted on the Purchasing Department’s web site where potential bidders are encouraged to download solicitations and addenda.
Addenda to solicitations often occur within as little as 48 hours prior to the opening date. It is the potential bidder’s responsibility to frequently visit the Purchasing Department web site to obtain addenda once a solicitation is downloaded.

Capital Construction Projects
Solicitations for capital construction projects are distributed to prospective contractors upon payment of a prescribed fee at the County’s Purchasing Department, unless otherwise noted in the advertisement.
The County does not maintain a bidders list for architectural and engineering services or capital construction projects. These solicitations are advertised on the websites of the Purchasing Department and Division of Engineering & Construction Management in local media if required or determined to be in the best interest of the County, and on eMaryland Marketplace (www.ebidmarketplace.com).

Bidders' List
The County does not maintain a list of bidders. Vendors are encouraged to visit the County’s web site to view notices of formal bids/quotes as well as the State’s eMaryland Marketplace website. In addition to the Purchasing Department’s website, vendors are also encouraged to view the website of the County’s Division of Engineering & Construction Management for its capital construction projects.
Insurance Requirements
All services and construction contracts require insurance certificates of general liability, workers’ compensation, automobile liability, and naming the County as an additional insured.
Bid Deposit
A bid deposit may be required on formal bids. The bid deposit shall be a certified check made payable to the Washington County Treasurer drawn from a solvent bank or an insurance bid bond made payable to the Board of County Commissioners of Washington County, Maryland.
Socioeconomic Policy
It is the policy of Washington County to encourage participation of minority-owned businesses, women-owned businesses, and disavantaged businesses.

With regard to FAA-funded projects at the Hagerstown Regional Airport – Richard A. Henson Field, the County has established goals in an approved Disadvantaged Business Enterprise (DBE) Plan in accordance with the Federal Aviation Administration (FAA) DBE Program, 49 CFR 26.

Posted in Purchasing.