Please make the Central Services Division your first contact. When circumstances indicate such action, Purchasing staff may arrange interviews between vendors' representatives and other departments within the County. Generally speaking, Purchasing makes contacts with vendors as to quality, quantity, delivery, prices, terms and adjustments. While the direct purchasing of routine departmental specific supplies has been delegated to department heads, vendors should make their initial contact to the County through the GSA.

Materials, supplies, equipment, and services may be procured in the following ways:

• Small non-competitive purchases.
• A Purchase Order may be issued by the Central Services Division for a specific, one-time purchase.
• A Blanket Purchase Order is a purchase order issued by the Central Services Division for repetitive, routine, small-dollar purchases made by County departments.
• Usually, a Blanket Purchase Order is valid for a period up to one year. Departments utilizing a Blanket Purchase Order may order directly from the vendor without the involvement of Purchasing staff.
• Selected departments have a VISA procurement card for purchasing department-specific supplies and services. Purchases made with a VISA procurement card do not require the prior approval of Purchasing staff. VISA purchases may not exceed $2,000 (as of July 1, 2007) per transaction unless the transaction is initiated by the Purchasing Agent or the Buyer.

Purchasing staff may contact vendors via telephone to obtain verbal quotations for supplies or equipment. When a vendor is contacted for a telephone quote, a firm price must be provided, along with delivery terms and discount information, if applicable. Award may be made by purchase order.

Written Requests for Quotations (RFQs) or Requests for Proposals (RFPs) are issued by the Central Services Division to procure supplies, equipment, and services. Responses must be submitted as required by the RFQ or RFP. Except in rare instances, as authorized by the Purchasing Agent, faxed responses are not acceptable. Award may be made by purchase order or, in the case of services, by contract.

The County is required to obtain competitive quotations/proposals for any one item with an acquisition cost of $10,000 or more. To fulfill this requirement, Purchasing staff may issue a Request for Quotation (RFQ) or Request for Proposals (RFP) as appropriate (see above).

Solicitations for certain types of services - for example, architectural services or various consulting services - may be issued via a Request for Proposals or a Request for Statement of Qualifications.

For public projects (e.g., construction, remodeling, etc.), the County complies with the alternate procedure of the Uniform Public Construction Cost Accounting Act, as contained in the State of California Public Contracts Code. The Act requires the County to obtain informal written bids for work between $45,000 and $175,000, and formal written bids for work over $175,000.

In accordance with County Code, no purchase is binding upon the County of Mendocino unless it is made by the Purchasing Agent or his/her designee. No other persons are authorized to act as the County's agent, and vendors should protect themselves by asking for written confirmation of orders and awards. Other employees may procure material through Blanket Purchase Orders and, in some cases, VISA procurement cards, as described above.

General Services - Central Services Division/Purchasing
841 Low Gap Road
Ukiah CA 95482
Phone: (707) 234-6051
Email