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Your Steps to Success
The
table below shows the purchasing authority for different types of
purchases. Refer to the instructions below the table for a description
of the rows, columns and colors.
|
Value
Commodity
|
Up to
$1000
|
$1000
to $25,000
|
$25,000
to $75,000
|
$75,000
to $100,000
|
Over $100,000
|
Unlimited
|
| Goods |
* |
Quote * |
Formal Bid |
| Services
|
* |
*No
bid is required for any service |
|
| Construction
|
* |
Quote * |
Informal Bid |
Formal Bid |
| Countywides
|
Formal Bid (primarily used for goods aggregating over $25,000/yr) |
| Decision
Level = |
Department |
Purchasing |
Board of Supervisors |
| * =
|
Recommendation
of User Department significantly influences supplier selection. |
Step
1: The Rows
Determine whether you want to sell us goods, services, or construction
specialties.
Step
2: The Columns
Determine the size of a projected typical completed sale.
Step
3: The Cell Color
The shading of the cells indicates who will make the final decision
about whether to buy from you or from your competitor.
Step
4: The Cell Contents
Note the contents of the cell where your row and column meet.
Here are brief descriptions of the processes referred to in
the cells:
|
Process Description |
Marketing Tips |
|
Yellow Cells |
Any of the County's 3000+ employees
may make the buying decision, unless the commodity is covered
by another existing contract. Purchases can be made with verbal
orders or MasterCard. |
The Buyer assigned to your commodity
can help point you to the needle in the haystack. Most of your
effort needs to go toward the end users of your commodity. |
|
Quote |
Purchasing will request written quotes,
often via fax, sometimes by phone. |
Get acquainted with your Buyer, so
they will know to include you for quotes. |
|
Formal Bid |
Competitive sealed bids, opened in
public at a specified date and time. For construction, lowest
$ bid is awarded, but for other commodities value is priority. |
Be sure you're data is current on our
database, then sharpen your pencil and do excellent work for
your references. Check the plan rooms for construction projects. |
|
Informal Bid |
For construction only, these are also
competitive sealed bids, but with a few technical "shortcuts".
Awarded to lowest. |
Check the plan rooms regularly. |
|
No Bid |
While not legally required, bids are
often used for services in order to assure market-oriented value
in overall costs. |
Become acquainted with the potential
end user(s). Your Buyer can point you to who in the County might
be a good prospect. |
|
Countywide |
See Formal Bid for process
and tips on these contracts, which supersede our other ways
of buying. In other words, even under-$1000 widgets must be
bought by contract if a contract is in place for that commodity
– you can't sell them directly to users. |
Step
5: The Challenge
You now know where to focus your efforts. The real work is still
ahead. For the lower-value purchases, your Buyer will help you
navigate the County system to locate the people who could affect
a decision to buy from you. We realize it can be frustrating
to deal with government (we often share that frustration!).
There are good reasons for most of our rules, but we'd appreciate
your input about ways to streamline them. If you've taken the
time to learn what's presented above, you may be steps ahead
of your competitors – or at least keeping up.
Special Considerations
|
Women, Minority & Local Businesses |
The County is very interested in enhancing
the diversity of our supplier base, and in contributing to the
vitality of our local economy by buying locally where possible
and sensible. Although we have no formal preference or quota
program for this purpose, we are eager to promote the development
of under-represented market segments. We will be glad to answer
questions and provide assistance to further this aim. |
|
Recycled Goods |
By law, we offer a 5% preference to
suppliers of recycled paper and paper products. We are also
alert and open to opportunities to use other recycled products
when they are available at a competitive price. |
|
Taxes |
The County is exempt from federal excise
tax, but pays sales and use taxes where applicable. Exemption
forms for excise tax should be presented to the Purchasing Division
for signature. |
|
Delivery |
Be careful to follow shipping instructions
appearing on purchase orders. Unless otherwise agreed, all purchases
are FOB Destination, freight included. Late delivery can cause
cancellation of order or contract, with monetary consequences
to supplier. |
|
Bonding, Insurance & Licenses |
Bonds are required rarely, and only
when absolutely necessary. Proper Certificates of Insurance
(general and auto liability, plus workers comp) are required
in advance of performance for most services contracts. Evidence
of applicable professional licenses or certificates may be required. |
|
How We Pay |
You must always, always, always put
the proper purchase order/contract number on your invoice, and
send your invoice to the department you sold to, at the address
provided to you. Do not send your invoice to us; we will simply
return it to you and your payment will be delayed. The department
will attach your invoice to the proper claim form and submit
it to the Auditor for processing. Most invoices are paid within
7 days of receipt by the Auditor. If you haven't received payment
within 30 days, contact the accounting section of the department
you sold to. Their phone number is listed on the Purchasing
document in the "Bill To" section. |
To register as a Santa Barbara County Vendor, click here.
Thank you for your interest in doing business with us.
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