The County's vendor registration application is available on line by clicking here. The application is in PDF format. Please complete the form, print and submit it to General Services Agency via U.S. mail at the address listed on the form or by fax to (707) 463-4673. You may also request the form by calling General Services at (707) 463-4291. The Central Services Division does not accept unsolicited advertising or requests for vendor registration submitted via fax.

For licensed contractors interested in bidding on public projects, please submit the following information on your letterhead or click hereand complete and submit a Qualified Bidders Application to the address listed below:

• Name, address, and telephone number of the contractor's firm. Include both mailing and physical addresses, if different.
• Contact name and address to which Notices to Contractors should be mailed.
• Type(s) of work which contractor is currently licensed to perform.
• Projects of interest: Incidental (less than $30,0000; Informal ($30,000-$125,000) or Formal (above $125,000).
  
• License number(s) and expiration date(s).

Contractors on our registry will be notified of bids for projects requiring trades for which they are licensed. In compliance with the Uniform Public Construction Cost Accounting Act, our list of contractors is updated annually.

Procurement Guidelines
Please make the Central Services Division your first contact. When circumstances indicate such action, Purchasing staff may arrange interviews between vendors' representatives and other departments within the County. Generally speaking, Purchasing makes contacts with vendors as to quality, quantity, delivery, prices, terms and adjustments. While the direct purchasing of routine departmental specific supplies has been delegated to department heads, vendors should make their initial contact to the County through the GSA.

Materials, supplies, equipment, and services may be procured in the following ways:

• Small non-competitive purchases.
• A Purchase Order may be issued by the Central Services Division for a specific, one-time purchase.
• A Blanket Purchase Order is a purchase order issued by the Central Services Division for repetitive, routine, small-dollar purchases made by County departments.
  
• Usually, a Blanket Purchase Order is valid for a period up to one year. Departments utilizing a Blanket Purchase Order may order directly from the vendor without the involvement of Purchasing staff.
• Selected departments have a VISA procurement card for purchasing department-specific supplies and services. Purchases made with a VISA procurement card do not require the prior approval of Purchasing staff. VISA purchases may not exceed $2,000 (as of July 1, 2007) per transaction unless the transaction is initiated by the Purchasing Agent or the Buyer.

Small competitive purchases
Purchasing staff may contact vendors via telephone to obtain verbal quotations for supplies or equipment. When a vendor is contacted for a telephone quote, a firm price must be provided, along with delivery terms and discount information, if applicable. Award may be made by purchase order.

Written Requests for Quotations (RFQs) or Requests for Proposals (RFPs) are issued by the Central Services Division to procure supplies, equipment, and services. Responses must be submitted as required by the RFQ or RFP. Except in rare instances, as authorized by the Purchasing Agent, faxed responses are not acceptable. Award may be made by purchase order or, in the case of services, by contract.

Formal competitive purchases
The County is required to obtain written competitive quotations/proposals for any one item with an acquisition cost of $10,000 or more. To fulfill this requirement, Purchasing staff may issue a Request for Quotation (RFQ) or Request for Proposals (RFP) as appropriate (see above).

Solicitations for certain types of services - for example, architectural services or various consulting services - may be issued via a Request for Proposals or a Request for Statement of Qualifications.

For public projects (e.g., construction, remodeling, etc.), the County complies with the alternate procedure of the Uniform Public Construction Cost Accounting Act, as contained in the State of California Public Contracts Code. The Act requires the County to obtain informal written bids for work between $30,000 and $125,000, and formal written bids for work over $125,000.

Unauthorized Commitments
In accordance with County Code, no purchase is binding upon the County of Mendocino unless it is made by the Purchasing Agent or his/her designee. No other persons are authorized to act as the County's agent, and vendors should protect themselves by asking for written confirmation of orders and awards. Other employees may procure material through Blanket Purchase Orders and, in some cases, VISA procurement cards, as described above.

Contact Information:
General Services Agency - Central Services Division
841 Low Gap Road, Ukiah CA 95482
(707) 463-4291; (707) 463-4673-fax
Email

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