Q. What are the County's thresholds for issuing solicitations?
A. (Up to $1,000) Small Purchase: Using agencies place most orders directly with vendors using procurement (credit) cards.
($1,001 - $5,000) Open Market Purchase: Price data is obtained from our price records, by telephone or via email. The information is submitted to Purchasing, and a Buyer will place most orders directly with vendors using procurement (credit) cards. NOTE: Only Purchasing & Disbursement Section Buyers can buy on procurement card above $1,000.
($5,001 - $25,000) Request for Quotations/Informal Bids: Informal quotations are solicited via Baltimore County's Current Solicitations page. Purchase orders are issued, vendors submit invoices to the Office of Budget and Finance, Disbursements Section for payment.
(Over $25,000) Invitations to Bid or Requests for Proposals/Formal Bids: Formal written, sealed bids/proposals are solicited only via Baltimore County's Current Solicitations page. These bids require public posting and procurement affidavits. Purchase orders are issued and vendors submit invoices to the Office of Budget & Finance, Disbursements Section for payment. Solicitations are posted on our Current Solicitations page.
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Q. How can I be placed on the County's bid list to receive solicitations?
A. Vendors may register for a weekly e-mail notification listing of new bid opportunities. Solicitations are available for download on the County's Current Solicitations page. Solicitations are no longer mailed to prospective vendors.
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Q. How can I find out about current bid opportunities in Baltimore County?
A. Current bid opportunities are posted on Baltimore County's website under Current Solicitations. Current bid opportunities are also posted on the bulletin board in Purchasing Division, located on the first floor of the Old Courthouse, 400 Washington Ave., Room 148, Towson, Maryland 21204. Additionally, you can sign up for our weekly e-mail notification to find out about our newest bid opportunities.
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Q. How can I be placed on the County's bid list for construction contracts?
A. The Department of Public Works, Construction Contracts Administration Division handles construction contracting. To bid on construction contracts, bidders must be pre-qualified by submitting a completed contractor's qualification questionnaire to the Department of Public Works, and receive approval of both experience and financial responsibility. You may contact them by phone at 410-887-3531.
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Q. How can I learn more about bid opportunities in other governmental entities?
A. For links to current solicitations in other governmental entities in the Baltimore Metropolitan area, visit the Baltimore Regional Cooperative Purchasing Committee (BRCPC).
Current solicitations for other Baltimore County governmental agencies can be found on their websites:
Baltimore County Public Schools
Baltimore County Public Library
Baltimore County Community Colleges
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Q. Do you have any preferences or set-asides for minority or women-owned business?
A. Baltimore County does not have preferences or set-asides for minority-owned or women-owned businesses. Baltimore County is however, dedicated to the diversification of our vendor base. Carla D. Tucker, is the Small & Minority Business Coordinator and will be happy to provide information on how to compete for County business. She can be reached at 410-887-3119 or email at ctucker@baltimorecountymd.gov.
For information on goals related to construction contracting, you may contact the Department of Public Works, Construction Contracts Administration Division, 410-887-3531. Minority vendors are also encouraged to contact the Baltimore County Office of Fair Practices and Community Affairs. For help with bid opportunities and certification contact Richard Lee, MBE Officer rlee@baltimorecountymd.gov or Damon Hughes, MBE Specialist dhughes@baltimorecountymd.gov or by phone at 410-887-3407.
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Q. Should I read the entire bid package, including all the attachments and fine print?
A. Read the solicitation documents thoroughly and comply with all the instructions and conditions. Improperly completed bids may be considered non-responsive. Submit your bid well in advance of the deadline; late bids cannot be considered.
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Q. Can I attend bid openings?
A. Baltimore County, Maryland invites vendors to attend bid openings for all formal bids (Invitation to Bid and Request for Proposal) listed on our current solicitation page. At the dates and times noted, the County will publicly open all received formal bids and read the submissions at the following location:
Purchasing Division
Baltimore County Courthouse
400 Washington Avenue
Room 148
Towson, MD 21204
The Director of Budget and Finance, Purchasing Agent, reserves the right to reject bids whole or in part and/or to waive technicalities, in his judgement, the best interest of Baltimore County, MD will be served thereby.
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Q. How can I obtain Purchasing's bid results?
A. Purchasing's bid results information can be obtained in several ways. The bid results are available on Purchasing's website. The results may also be obtained from the bulletin boards in the Purchasing Division, or by calling the Purchasing Division at 410-887-3880.
Bid results for Public Works Construction Contracts are also posted on the bulletin boards in Purchasing and may be obtained by calling 410-887-3531.
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Q. When will my invoice be paid?
A. All invoices pursuant to a purchase order should be sent in duplicate to the Office of Budget and Finance, Disbursements Section, 400 Washington Avenue, Room 148, Towson, Maryland 21204. Invoices should contain the vendor's Federal Tax ID number and a valid purchase order number. The County makes every effort to pay correct and proper invoices within 30 days of receipt. Any unusual delay in payment should be reported to the appropriate Disbursements Clerk or the Buyer listed on the purchase order. For a listing of Disbursement Clerks and their contact information, visit our Contact Us page.
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Q. Will cash discounts be considered? A. Cash discounts will be considered in determining awards, however, cash discount offers must allow not less than 30 days to be considered in bid evaluation. A bid offering a cash discount in a period of less than 30 days will be evaluated as a bid without a discount offer; however, should that bidder obtain award by consideration of the gross price, the County shall make every effort to obtain the discount. Cash discount periods will be computed from the date of delivery and acceptance of the goods/services ordered, or the date of receipt of correct and proper invoices prepared in accordance which with the terms of Baltimore County's order, whichever date is later.
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Q. What should I do if there are changes in my company status, such as a change in ownership, business name, address, contact information or Taxpayer Identification Number?
A. Changes in your business could have an impact on our obligation to report information to the Internal Revenue Service (IRS). You may call the Purchasing Division at 410-887-3880 or e-mail us at purchasing@baltimorecountymd.gov to find out how to update your information. You may be asked to forward a new IRS Form W-9. (PDF)
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Q. What number can I call to get more information about the Purchasing Division?
A. You may call the main number at 410-887-3880 or you may call or e-mail the Buyer listed for the Current Solicitation for which you have questions. If you have any additional questions, you may contact any member of our staff for help.
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Q. How can I provide clerical/secretarial services out of my home to the County on a contractual basis?
A. Generally, the County obtains supplemental clerical support from temporary employment agencies and does not secure such services on a contractual basis.
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Q. How can I obtain Public Works Construction Contracts bid results?
A. Bid results for Public Works Construction Contracts are published online, posted on bulletin boards in Purchasing or immediate preliminary bid results may be obtained by calling the Construction Bid Line ar 410-887-4504.
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Q. How do I find a listing of pre-qualified general contractors?
A. At this time, the list of pre-qualified contractors is not available on-line. To see if a specific company is pre-qualified or to obtain a list of pre-qualified contractors, please call 410-887-4248. Once a job is posted a list of pre-qualified contractors who have purchased the plans can be found online. Please note that we only post the names of the general contractors who are pre-qualified to do the work, we do not post any non-prequalified contractor's information.
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Q. How do I find out more information about Professional Services projects with Baltimore County?
A. Upcoming Professional Services projects are now advertised online, and you can also subscribe to receive the upcoming projects notice via e-mail. In order to participate in the Professional Service projects, there is a pre-qualification process for contracts for County agencies, including architecture, landscape architecture, engineering or land survey. The results of project selections will also be available online for your convenience.
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Q. What is Vendor Self-Service?
A. Vendor Self Service is a component of the County’s new Enterprise System. This module gives the vendor the ability to register to do business with the County and maintain their vendor profile via the Internet 24 hours a day, 7 days a week.
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Q. What are the benefits of Vendor Self-Service?
A. The immediate benefit for vendors that are currently under contract with the County is that it allows the vendor to update and maintain their vendor profile at any time day or night to ensure continuity of payments. However, future benefits as we continue to phase in the program will be the ability for vendors to receive solicitation notification of goods and services in their specific area of interest using the National Institute of Governmental Purchasing (NIGP) commodity codes, and the ability to respond to solicitations using the Web.
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Q. Should a vendor identify the specific NIGP codes in their profile when they register now?
A. Yes now is a good time to start identifying the specific commodity codes in your area of interest. A vendor can add multiple codes to their profile. It may be advantageous to start building the profile out now so it will take affect immediately once the solicitation notification and electronic bidding processes are phased in.
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Q. Is there a vendor registration fee?
A. No, Vendor Self-Service is a free online registration system.
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Q. How long does it take to register?
A. The registration process may take about 30 minutes provided you have all of your information available to begin. Additional commodity codes can be added at any time.
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Q. What does a vendor need to register?
A. Address of Company Headquarters, Employer Identification number (EIN)/ Federal Tax ID number (TIN), Legal Business name, Contact Information (name, address, email, phone and fax) for Headquarters, Ordering (location where solicitations are to be sent), and Payment Description of the goods and services you offer.
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Return to Purchasing and Disbursement Section Home
Revised August 20, 2008
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