The Ingham County Purchasing Department utilizes several different methods of acquisition. The type of acquisition depends on the type of product or service requested. All goods and services where the anticipated cost of procurement exceeds $2,500 are competitively procured, except as noted below.
A. Purchase Orders
The minimum dollar level at which a County Purchase Order is required is $2,500 (please note that Purchase Orders may be issued for goods below $2,500.)
B. Types of Bids/Proposals
INFORMAL BIDS
Used when the Purchasing Department or the requesting Department estimates the total cost of the procurement is at least $2,500 but does not exceed $25,000. A minimum of three (3) written quotations are required. More quotations may be solicited if deemed necessary by the Purchasing Director. Final approval of the procurement is required from the Purchasing Director and the County Controller.
FORMAL SEALED BIDS
Used when the Purchasing Department estimates the total cost of the procurement exceeds $25,000. A Notice of Invitation to Bid or a Request for Bids may be published in at least one (1) newspaper of general circulation or trade journal in Ingham County and is also posted on this website. These bids are time-specific documents and must be received at the Purchasing Department at or before the specific time and date indicated in the bid. Sealed bids are opened and read publicly at the time and date specified. Bid packages received after the time and date specified will not be accepted.
REQUEST FOR PROPOSALS (RFP)
Similar to a sealed bid. RFP criteria define a specific need or problem and request that the vendor define how to fill the need or solve the problem. Vendors are allowed more latitude to define solutions or services in an RFP. This is a time-specific document and must be received at the Purchasing Department at or before the specific time and date indicated on the RFP form. RFPs are opened and read publicly at the time and date specified in the proposal. Proposals received after the time and date specified will not be accepted.
C. Exceptions
I. The competitive bidding requirements are not applicable to any transactions between Ingham County and any other governmental units, nor to emergency repairs or services, professional services, real estate and sole source purchases.
II. The purchase of goods and services through Cooperative Purchasing Agreements, such as the State of Michigan Extended Purchase Program, which selects its vendors through an open competitive process, is not subject to the aforementioned purchasing policy.
D. Contracts
The maximum dollar amount for which the Short Form Authorization (service contracts) can be used is $25,000. Approval of the Purchasing Director, Controller, Liaison Chairperson and Finance Chairperson is required. A contract over $25,000 requires approval by Board Resolution. All contracts must be approved as to form by the County Attorney.