Board of Lucas County Commissioners
Division of Purchasing
One Government Center, Suite 480
Toledo, OH 43604
General Information About County Procurement
Lucas County engages in a number of varied activities while providing services for its residents. Some of these services include police protection, water and sewer distribution, road maintenance, solid waste recycling planning and inspection services. A great variety of equipment, supplies and services must be purchased for the departments and divisions performing these services. These purchases are processed through the Purchasing Department.
While it is beyond the scope of this handout to list all the products and services, which Lucas County buys, the Purchasing Department is interested in your product if it is needed by the County. We recognize the benefit of competing business opportunities in Lucas County. Therefore, it is important to both you and the County that your product or service is introduced in the most efficient and effective manner possible in accordance with Lucas County's moral and legal obligations.
Where the County Buys…
Lucas County has a centralized purchasing function. The Purchasing Department is the authority for all purchases above $1000. The Purchasing Department does not make any purchases for Children Services Board, Board of Elections, Board of Mental Retardation, etc. Vendors shall not make sales to County employees without a purchase order unless approval is given by the Purchasing Department. Employees outside the Purchasing Department do not have the authority to commit County funds in excess of $1000.
The Purchasing Department acts as liaison between vendors and the county. We are located at One Government Center, Suite 480, Toledo, OH 43604.
Vendors are solicited for information quotations and formal/competitive bids based on their registered commodity. Please visit the Vendor Registration Link to download the Vendor Registration Form. Required information is Company Information, Type of Organization, Type of Business, Brief Description of Commodity or Service and NIGP Commodity Code. It is recommended that those who are interested in doing business with Lucas County complete a registration form and fax or mail it to Lucas County Purchasing.
Hours of Business…
The Purchasing Department is open for business from 8:30 a.m. to 4:30 p.m., Monday through Friday.
How the County Buys…
Purchase of supplies, equipment and contractual services (except professional services) where the cost exceeds $25,000 are purchased via formal, competitive sealed bids per the Ohio Revised Code. Please visit the Notice To Bidders / Bid Opportunities link for the posting of bid opportunities.
Purchases less than $25,000 are made on the open market. Quotations may be solicited by telephone, fax, E-mail or mail.
We usually will call or fax vendors for quotations and set a deadline for responses. Some deadlines may be shorter or longer than others due to the nature of circumstance of the purchase. An average is 24 to 48 hours.
One of the most important factors in determining what the County buys is the quality requirement of the using department or division. This quality requirement is not necessarily the best nor the cheapest of the particular commodity. The county determines quality by need - - that is, the items that are both economical and best suited for the particular use to which they will be put.
The quality required of an item or service is stipulated in a specification. Frequently a brand name may be used. This is to express the quality required, and not a preference for a particular name brand item. Vendors with products meeting or exceeding the quality requirements are invited to quote even though the brand name of their products may not be mentioned in the specification. Sometimes a special brand name and model may be required due to reasons of compatibility with existing equipment. In these cases only that item will be accepted.
Vendors providing a service where he/she will be performing work/service on county property must comply with outlined requirements found in the Bidding Procedures link.
Vendors should always state the number of working days required before delivery of a product can be made, or they should indicate the specific date upon which delivery will be made. The time required for delivery may be one of the most important considerations in determining who shall be awarded the bid. In this connection successful bidders will be expected to deliver the materials and/or services they are providing within the specified time. Later delivery of an item, which has a critical delivery date, may be cause to refuse the shipment when it arrives.
All quotations are to be quoted with delivery…to include any shipping charges and delivery charges to the end user department.
Vendors are often required to submit samples for evaluation at the vendor's expense. Most generally the items are returned at the vendors expense. If a vendor wishes to submit a sample of his product for trial and use, the product must be presented at no cost or obligation to the county.
Once price quotations are gathered, they will be tabulated and awarded to the lowest and best response. Price quotations ARE NOT public until after an award has been made. There will be times when the award is based on all or none and sometimes line item awards are made depending on which combination results in the lowest cost to the County.
Prices are firm. Vendors may not alter prices.
How the County Pays…
After the purchase order has been awarded to a vendor, four steps remain before the transaction is completed. These are: 1) Delivery and acceptance of goods or services; 2) report of receipt of goods or services by using agency; 3) billing by the vendor, and 4) payment by the County.
Terms and Conditions of Purchase Order…
Click here to download the form in Adobe Acrobat (.pdf) format
All shipments to Lucas County must be made to the locations designated on the purchase order. Deliveries may be required to be made to different departments and divisions located in various parts of the County.
Shipments that are addressed to the wrong department or have unclear addresses may be refused or returned for clarification. The purchase order number must appear on the shipping or delivery ticket. Failure to meet specified delivery schedules may result in cancellation of the order.
A delivery normally must be made in the exact quantity called for on the purchase order. Partial deliveries, however, are required and accepted in some instances. The County will make payment on partial deliveries when: 1) a contract for the supply of goods, commodities or contractual services extends over a period of months, or 2) a discount is offered on the partial shipment. In most other instances the County will withhold payment on partial shipments until the vendor completes the full delivery of the quantity called for on the purchase order.
In the case of any partial delivery the shipping ticket and invoices must indicate the quantity being delivered and not the quantity ordered by the County. The quantity back-order should be shown in the appropriate column, clearly marked.
In order to receive payment for goods or services furnished to Lucas County, the vendor is required to submit an original invoice and one duplicate to the Lucas County Department who received the merchandise or services as indicated on the Purchase Order.
Invoices must show: 1) County purchase order number; 2) department and address to whom delivery was made; 3) complete descriptions of the goods or services furnished; 4) quantity; 5) unit prices and extensions; 6) the discount terms; 7) remit name and address. In addition, the invoice should include the vendor's invoice number. Lucas County is tax exempt. A tax-exempt certificate will be furnished upon request.
The vendor receives payment from the County after delivery and acceptance of goods, commodities, or services, and after he/she has submitted an original and one copy of an invoice for his/her goods or services to the department for approval, the invoice is sent to the Accounts Payable Division of Support Services where the invoice is matched with the County's copy of the purchase order. The County Auditor's Office then issues a warrant for the amount due the vendor. Payment is usually within 30 days after receipt of an invoice.