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Purchasing Office
Mailling Address: Courthouse, 175 Main Street, Prince Frederick, MD 20678
Physical Address:  County Services Plaza, 150 Main Street, Prince Frederick, MD 20678
E-Mail:  purchasing@co.cal.md.us
(Please see Purchasing Staff Directory for phone information)

PURCHASING GUIDELINES

THE MISSION OF THE PURCHASING OFFICE

- Provide Services based on quality, integrity, and
  leadership in support of County-wide operations.

- Achieve excellence in procurement, contract management,
  and customer service.

- Provide timely service while complying with established
  regulations, procedures, and legal requirements.

PROCUREMENT CYCLE

- Need is recognized
- Requisition developed / approved by department
- Funding approval
- Bids developed, requested, received, evaluated
- Contract awarded
- Contract administered
- Payments made
- Contract completed-closed out

PROCUREMENT RESPONSIBILITIES

- Ensure requisition is properly prepared
- Ensure required approvals are obtained
- Determine bid type, prepare bid, and bid out
- Hold conferences, receive, and evaluate bids
- Recommend award of contracts, maintain contract files,
  and issue change orders
- Assist departments with contract performance-
  compliance issues
- Close out contract-maintain contract records

INFORMAL BID REQUESTS (BETWEEN $2,500.00 AND $14,999.99)

Handled by the Purchasing office.  At least three quotes obtained.

Examples of commodities and services:

- Professional and consulting services
- Exterminator, moving, security systems
- Computer hardware and software
- Weapons and ammunition
- Office furniture, printing, park equipment
- Auto parts, mower parts, and repair
- Uniforms, medical supplies, drug testing materials
- Office supplies, cleaning supplies, paper products

FORMAL BIDS (OVER $15,000.00)

- Advertised in three local papers for at least two weeks,
  eMaryland Maketplace, Contract Weekly, and Purchasing bid board

- Opened by the Purchasing Officer or their designee

- Reviewed by staff and recommendation made to the Board of
  County Commissioners who formally award contract

Examples: HVAC, Construction, Electrical, Plumbing, Painting,
Asphalt, Pavement markings, Custodial services, and Vehicles.

SPECIAL SITUATIONS

- Emergency Procurement
- Dangerous condition caused by a breakdown or threatened termination -
  cutrailment of essential service
- Sole Source procurement
- Specifications are not overly restrictive. The product or service is provided
  by a single manufacturer and distributed by a single dealer or vendor.