Leon County Purchasing Division
1800-3 Blair Stone Road
Tallahassee, FL 32308
850-606-1600
850-606-1601 - Fax

INTRODUCTION

This guide has been prepared to help inform vendors of the nature, size, organization, product mix, and purchasing procedures of the Board of County Commissioners of Leon County.

AGENCY PROFILE

The Board of County Commissioners of Leon County (BCC) is comprised of seven elected members with principal responsibility for governing the County and has authority to determine and provide for local services. 

Organization of the government under the Board consists of the Commission Office, the County Administrator's Office, the County Attorney's Office, and the Departments of Public Services, Public Works, Growth and Environmental Management, and Management Services.  Each of these departments is comprised of divisions that are responsible for a wide range of services to the public and/or county and other governments.

Some of the public services include road and storm water maintenance, animal and mosquito control, library services, veteran's services,  affordable housing, zoning, building permits and inspection, and environmental permitting and enforcement.

Examples of services provided to governmental units are purchasing, human resources, management information systems, risk management, and fleet management.

PURCHASING DIVISION

Purchasing for all Board operations is centralized in the Purchasing Division.  The Purchasing Division is a part of the Management Services Department and operates the Purchasing, Warehouse/Office Supply, and Property Control Programs.

Office Hours:  County offices are open from 8:00 a.m. to 5:00 p.m. Monday through Friday.  Staff in the Purchasing Division will always try to meet with you promptly.  However, to ensure that the person you want to see is available, we invite you to make an appointment before visiting.

Parking: Public parking is available in the visitors' spaces of the Public Works Center Parking lot adjacent to the Purchasing Building. Parking for handicap permitted persons is available inside the Operations Compound in the front of the Purchasing Building.

MINORITY BUSINESS ENTERPRISE PROGRAM

The Leon County Board of County Commissioners has established a Minority, Women and Small Business Enterprise (MWSBE) program office to provide businesses with a means of  participating in Leon County=s procurement process for the purpose of achieving economic parity among all Leon County Vendors..  The program shall:

PURCHASING ACTIVITY

The Board of County Commissioners spends approximately $40,000,000+ annually for goods and services.  Some of the expenditure categories are:

* Automobiles and Trucks
* Automotive and Equipment Parts
* Computers and Peripherals
-Mainframe
-Personal Computers 
     -Client/server
     -Network hardware/software-Computer Software & Supplies
* Oils, Fluids and Lubricants
* Papers
* Road Maintenance Materials
* Professional Services
-Advertising
-Architectural
-Communications
-Consulting
-Engineering
-Financial
-Legal
-Public Relations
* Construction Services
* Gasoline and Diesel Fuels
* Heavy Equipment
* Janitorial Services
* Office Equipment
* Office Furniture
* Office Supplies
* Repair and Maintenance Services
-Automotive
-Body Work
-Communications
-Computer
-Heavy Equipment
-Office Equipment
-HVAC, fire/security systems
* Tools, hardware and paint
* Chemicals(water treatment, insecticides, fertilizers
* Plants, trees, lawn/garden supplies & equipment
* Uniforms and clothing supplies

PURCHASE METHODS

In addition, the County may make sole source or emergency purchases as authorized by policy or law.

MARKETING TO LEON COUNTY

Vendors may discuss products and services, delivery schedules, price ranges, types of contract, etc. with purchasing personnel and/or interested personnel in individual program areas.  However, with the exception of field purchase orders, and purchasing cards which may be used to purchase incidental and/or emergency materials or services, only the Purchasing Division is empowered to act as agent in awarding, executing, modifying, or canceling purchase orders or contracts.  No goods or services including placement of trial or demonstration equipment are to be provided to any County office or personnel without the express authority from the Purchasing Division.

Purchase orders, contracts and bids, once awarded, are a matter of public record.  Vendors may find it useful to inquire into previous sources and prices of goods or services they wish to offer.  This information is available from the Purchasing Division, usually at no charge.  Photocopies of records are available at a nominal charge per page

It is suggested that an advance phone call stating the nature of the requested information will allow the staff to serve you better.

SPECIAL PROBLEMS

Unacceptable terms or conditions on a purchase order, invitation to bid or request for proposals:  Contact the Purchasing Division before shipping goods, providing services, or submitting a bid or proposal.  Do not unilaterally increase prices, substitute items, alter schedules, offer unauthorized alternates, etc.

Invoices:  Send three (3) copies, referencing the purchase order/contract number, to the program office listed on the purchase order (the SHIP TO office) - not to the Purchasing Division.

Late payments:  Contact the receiving office as listed on the purchase order.  Invoices are processed in the receiving office, not the Purchasing Division.

Verbal purchase orders:  Verbal orders are not to be accepted unless the orderer is able to provide the purchase order number which has been assigned, and assure that the hard copy confirmation will follow.  It is recommended that verbal purchase orders be confirmed by phoning the Purchasing Division.

Expired term purchase orders or contracts:  Goods or services are not to be provided after the expiration date of a term order/contract.  It is the vendor's responsibility to discontinue service and/or retrieve his/her equipment unless a written extension or renewal order is received in advance.

Protests:  The procedures to be followed in filing a notice of formal protest are contained in Section 5.13 of the Leon County Purchasing Policy.  Each invitation to bid also contains a short overview.  Upon request, the Purchasing Division will provide the vendor with a copy of the policy section.

ETHICS IN PURCHASING

The Purchasing Division believes that maintaining the integrity of the County's procurement process is foremost in our duties.  Public purchasing staff are required to maintain complete independence and impartiality in dealing with vendors, both in fact and appearance, and to ensure there is public confidence that contracts are awarded equitably and economically.

The Purchasing Division staff subscribes to the Code of Ethics of the National Institute of Governmental Purchasing and the Code of Ethics for Public Officers and Employees contained in Chapter 112, Part III, Florida Statutes.  Vendors are respectfully requested to refrain form offering anything of value to staff of the Purchasing Division.