This guide will outline our purchasing operation, buying procedures, policies affecting purchasing, and completing a vendor application with the County.

To be added to the County's vendor list, please complete the vendor application form. Applications can be printed for your convenience. Applications may be submitted via fax or regular mail. Once the application is received, the information is entered into our database. Please be sure to enter the NIGP (National Institute of Governmental Purchasing) codes on the application.

If your firm has any changes to company name, representative, address, phone numbers, etc., please let us know to keep your information current.

It is helpful to look at the functions of the County in determining what it must purchase to fill its needs. The County operates:

       Buildings and institutions, which require maintenance equipment and supplies, plumbing and electrical supplies, lights and controls, heating and air conditioning equipment, carpets, draperies and floor tile.

       Offices, which require furniture, data automation equipment, office machines and supplies, filing, printing and mailing equipment.

       Institutions and health facilities, which require educational materials, laboratory medical supplies and equipment, athletic and recreational materials, clothing, bedding, food and food processing items.

       Parks and grounds, which require off-the-road equipment, tools, and machinery, fencing, seed and plantings and fertilizer.

       Car and truck fleets, which require fuel and oil, replacement parts, tires, batteries and body and engine services.

       Highways which require road materials, signs, markers and maintenance equipment.

Purchasing Services does not contract for public works, construction or repairs. With the exception of some electronic data processing acquisitions, it does not contract for personal services, technical services, rentals or leases of real property. Such contracts and leases are negotiated by the individual County agencies requiring the service involved such as the following.

Public Works - Roads Projects
Capital Projects Management - Planning/Construction Projects
Facilities Operations - Building Maintenance

Competition is the key word in doing business with the County of Solano. Most awards are made on a low bid meeting specifications basis. There are times, however, when the low bid may not be awarded. Such things as delivery time, cash discounts (over 10 days), previous experience with the vendor, may be considered in awarding the bid.

You must be competitive. The County deals primarily with manufacturers and wholesalers, and purchases at highly competitive prices. Read the price requests and bid invitations carefully and be sure you can comply with all the requirements before bidding. If the material is unclear or other complications arise, contact Purchasing Services as soon as possible. Do not wait until the date of the bid opening.

Poperty damage and public liability insurance are required of those vendors performing services within Solano County. You will be notified before the contract is awarded if insurance is required. Workers compensation is also required for your employees.

The promotion of good vendor relations is an important function in the County's procurement of supplies and services. Much of the County's and your time will be saved by observing the following rules and principles:

The help you offer the department in developing their purchase request cannot be considered when we make the purchase. We recommend, if you are called upon to provide expensive pre-purchase service, that you consider contracting separately with the department for this service, and also, that you always ask the department which you assisted to list you as a "reference vendor" on their requisition so we can send you a bid invitation.

Purchasing Services maintains its offices in Fairfield, California. There is no substitute for a personal call at our office to find out which of the many County agencies may need your product. The buyers in Purchasing Services can advise you on where and to whom to show your products. By acquainting our buyers with your product you can be sure of not missing a chance to quote on future bids for the type of product you offer.

Sales representatives' hours are 9:00 am to 4:00 pm, Monday through Friday, by appointment. We look forward to seeing you, and our staff will be happy to help you get started selling to the County of Solano.