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Bridget A. Corcoran, Director
95 Franklin Street
Buffalo, NY 14202
Phone: (716) 858-6315
Fax: (716) 858-6465
The Division of Purchase is the County's central purchasing agent for supplies, materials, equipment, insurance and contracts for service. Purchasing secures goods and services from the lowest responsible bidder on the basis of price, specifications, product evaluation, and delivery.
To add your name to the County vendor list just fill out the vendor application (This is a PDF file, viewable with Adobe Acrobat Reader. Click Here for a free download). The application asks general information, including what products or services you may have to sell the County. Please review the commodity list carefully and indicate which products and/or services you would be interested in supplying. Send the completed application by mail to our postal address or fax it to Purchasing at 858-6465.
When we receive your application, we will send you a detailed item list for each commodity category you checked. You will be asked to indicate the specific items you can supply and to return the lists to the Division of Purchase. Vendors who fail to return this application will not be established on the County's bid list.
Once you are on the list, you may receive unsolicited requests for bids and quotations for items you indicated you supply. Please respond to all written bids and quotes with a price offer or, if you are not interested, a "no bid". Answering our correspondence will insure that you remain on our bidder's list. When a vendor does not respond to three inquiries, the vendor may be removed from the bidder's list.
The Division of Purchase and the County's Equal Employment Opportunity(EEO) Office have the shared goal of building the County's minority and women owned businesses list.
The Erie County EEO Office is located in the Rath Building, Room 604, 95 Franklin Street. Minority and women owned businesses can request an application for certification or re-certification by telephone (716) 858-7542 or fax (716) 858-8072.
The EEO Office has an up-to-date file on the County's informal & formal bids. This office can also provide information on various request for proposals and construction projects that are not handled by Purchasing.
Purchasing welcomes vendor contacts. Purchasing is particularly interested in keeping abreast of current products and services. We maintain a file of catalogs, product literature and price listings and welcome updates and new information. Also, for those vendors who are on-line, we are looking to extend our use of electronic mail. Please inform the appropriate buyer with your e-mail address. Purchasing's general phone number can assist you with finding the buyer of your commodity.
We believe that an open, competitive atmosphere is most beneficial to both buyer and seller, and it is our policy to foster this environment. The County has adopted policies and guidelines according to New York State Municipal Law Sections 103, 104a & 104b regarding procurement.
Business is conducted by informal and formal bid. Informal bids request quotations for goods and services with a projected cost of under $10,000.00. Whenever possible, we wish to have at least three vendor quotations. Vendors are selected from the County's Vendor List.
Formal Bids request quotations for goods and services with a projected cost of over $10,000.00. Formal bids are advertised in The Buffalo News classified section. Formal bids can be downloaded from the Internet by accessing the On-Line Bid Retrieval section.
Purchase orders are a contract between a vendor and the County for specified goods and services. No merchandise should be shipped nor any service performed without an authorized purchase order. In the case of telephone orders, a purchase order number is given. Purchase order numbers must appear on all shipments, delivery slips, and invoices. Orders are understood to be shipped FOB destination unless otherwise specified on the Purchase Order.
Freedom of Information Act The Division of Purchase has a Freedom of Information clerk that will provide vendors with bid results. Vendors must request bid results in writing. Mail or fax requests are honored. Please include the Bid number and mail-to address.
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