Doing Business With Jefferson County
FREQUENTLY ASKED QUESTIONS
How do I get started and what is the process?
To be considered for an award, we will need to create a business profile for your company. The Vendor Form is required and will ask you to attach a W9 prior to submission. The EFT (Direct Deposit) Form is optional and should be filled out if you wish to receive payments deposited directly from the County into your bank account, instead of having a physical check mailed to you.
Vendor Form and W9 Submission (Required)
How can I receive future Bids and RFP notices?
All vendors who wish to receive notifications of County Bid and RFP opportunities must register using the Planet Bids Vendor Portal by clicking on this link. Creating a profile is free. ADDITIONALLY, YOU MUST SUBMIT A VENDOR FORM AND W9 FORM TO BE CONSIDERED FOR AN AWARD.
If you need assistance with navigating the Vendor Portal, please call Planet Bids Customer Service at 818-992-1771.
PLEASE ALLOW A MINIMUM OF 2-BUSINESS DAYS
FOR YOUR PROFILE TO BE APPROVED ONCE IT HAS BEEN COMPLETED
What are formal bids?
Whenever a single purchase or group of the same or similar products will cost the County at least $20,000.00, NYS General Municipal Law dictates that municipalities must procure these commodities through the “formal” competitive bidding process. In addition, all public works contracts in excess of $35,000, must follow the same guidelines ($20,000 and $35,000 represent the respective annual aggregate total spend per commodity.)
The “formal” competitive bidding process begins when the County publishes a legal notice in the official County Newspapers. All bids advertised in local newspapers will also be available on the Purchasing Department's website. The legal notice will list the commodity requested, instructions on how to view and submit a bid proposal, and the time and date of the opening of the bid. The vendor then submits their response via the Vendor Portal or to the Purchasing Office prior to the bid opening date. NO LATE BIDS WILL BE ACCEPTED and will be returned to the bidder. On the date and the time listed in the legal notice, all sealed bids will be opened and read publicly. All bids will be reviewed for conformance to specifications as well as other factors and a decision is usually made shortly after opening. By law the bid award must go to the lowest responsive, responsible vendor (bidder) unless criteria other than price will be considered.
What types of things does Jefferson County Bid on?
Jefferson County purchases everything from pencils to payloaders! We purchase office supplies, furniture, passenger vehicles, software, parts for vehicles, plumbing and building supplies and also use a wide variety of services, as well. Some of the services we use are pest control, window replacement, auto repair, uniform replacement and much more. Please click on this link to view a comprehensive list of goods and services that have been solicited by the County.
How do I obtain a copy of a bidder’s proposal for a past bid?
Once a bid and/or RFP has been awarded, and in some cases, a required formal contract is signed, you may obtain a copy of submitted proposals by completing the information and following the instruction found on the form found here. BID RESULTS WILL NOT BE GIVEN VERBALLY but can be provided by sending your request to BIDS@JEFFERSONCOUNTYNY.GOV. Please include the bid number and title of the results you are requesting in the subject line.
May I fax my bid proposal and/or submit my bid proposal online?
Per New York State Law, we are unable to accept bids via fax or email. Electronic Bid Submission are protected in that no County Employee has access to the bid proposal documents prior to the bid opening date that appears in the advertisement. Bid submissions delivered to the Purchasing Department must be done so in a sealed envelope with the respective bid number and name written on the outside of the envelope. Only Requests for Quotes (RFQs) may be submitted via fax or email. Quotations are generally requested for purchases valued at less than $20,000 (annual aggregate total spend per commodity.)
What is the status of the County's payment subsequent to my company being awarded a bid and performing the work/providing service?
The department who is the lead agency for the Bid can provide the status of payments owed by the county and is the best point of contact to receive payment updates. The department's contact information can be found on the Purchase Order delivered to the email the County has on file for your business.
What are the Insurance Coverage requirements for awarded bidders?
Insurance requirements may differ from bid to bid. Each bid document includes the coverages, certificates and amounts required and the required additional language for that respective bid. Please review the bid documents for information on the insurance requirements specific to the bid you were awarded.
How do I protest the results of a bid?
To receive bid documents of an awarded bid, the request must be made by filling out the required form found here. Should you decide to protest the results of the bid, please email purchasing@jeffersoncountyny.gov with the reasons for the protest. All protests must be submitted within ten (10) days of the recommendation of the award. All protests must be directed to the Purchasing Department.
Additional Resources:
For convenience, the Jefferson County Purchasing Policy is available here.
