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ABOUT US | NEWSROOM | LIVING IN DEKALB | DOING BUSINESS WITH DEKALB | VISITING DEKALB
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  FAQs
Purchasing & Contracting
 
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layout graphic DeKalb County > Purchasing & Contracting > Frequently Asked Questions
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Frequently Asked Questions


What do I need to do to be placed on the DeKalb County bidder's list?

Does the County offer set-asides or preferences for MBE/WBE?

Do I have to be on the mailing list to submit a bid?

How do I get information regarding previous contracts?

How do I submit an Open Records Request?

What amount must a project be before it is bid?

Does the County do telephone quotes?  At what amounts?

How do I know which Buyer/Contract Administrator handles what commodities or services?

How does the County advertise goods or services being bid?

Will the County FedEx/Overnight mail a bid package to a vendor?

Does the Purchasing & Contracting Department buy for all County offices?

How do I contact the above authorities?

How long will my firm remain on the County's bidder mailing list?

Does the County give bid results over the telephone?

What are your office hours?

Does the County release the estimated cost of projects being bid?

What are the bonding requirements?

Must a company be a resident of Georgia to bid?

May I receive or send a bid package by facsimile?

Do you provide lists of registered bidders or plan holders?

How are small purchases handled?

May I get a document for informational purposes after bids are received?

How do I get bid results of prices if I did not bid?

When are Blanket Purchase Agreements bid?

Who originates the requirement for a Bid, Request for Quotation (RFQ), or Request for Proposal (RFP)?

When will I be paid?



Q. 
What do I need to do to be placed on the DeKalb County bidder's list?
 
A. 

Complete a DeKalb County, Supplier Registration Package (Form 16).  You may obtain a copy of the application form by clicking HERE or by calling (404) 371-7051; faxing (404) 371-7006; or sending an email to
pcadmin-ops@co.dekalb.ga.us.   A current federal W-9 form must also be on file with the Purchasing & Contracting Department.

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Q.  
Does the County offer set-asides or preferences for MBE/WBE?
 
A. 

Yes, for LSBE's ONLY.  For more information, please contact the Contract Compliance Division at (404) 371-4795.

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Q.  
Do I have to be on the mailing list to submit a bid?
 
A.  

No.  However, before the County awards a contract, you will be asked to complete a Supplier’s Registration Package (Form 16) and a federal W-9 form.  Being on the list assures that you can receive announcements automatically for solicitations of commodities and services for which your firm is capable of furnishing; however, you must be entered into the Oracle system in order to be paid.

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Q.  
How do I get information regarding previous contracts?
 
Q. 
How do I submit an Open Records Request?
 
A.

The Department of Purchasing & Contracting has a policy for an Open Records Request pursuant to O.C.G.A 50-18-70.

Open Records Request Instructions
Open Records Request Form

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A.

You may submit an Open Records Request, to review or receive copies of previous contracts or abstracts to the Chief Procurement Officer of Purchasing & Contracting.

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Q. 
What amount must a project be before it is bid?
 
A.

All commodities, services, construction projects, and insurance estimated to cost more than $50,000.00 will be subject to formal, advertised Sealed Bid Invitations or Request for Proposals.  Procurements for items costing less than $50,000.00 in value are handled through telephone or informal written quotes.

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Q. 
Does the County do telephone quotes?  At what amounts?
 
A.

Telephone quotes are permitted for commodities and services estimated to cost less than $50,000.00.  Most telephone quotes are requested by the County’s departments, which have been delegated this authority by the County.

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Q. 
How do I know which Buyer/Contract Administrator handles what commodities or services?
 
A.

Commodity and service procurements are assigned to Buyer Teams within the Purchasing Division of Purchasing & Contracting.  The name of the Buyer/Contract Administrator is listed with the project on the Bids and RFPs page of this website.

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Q. 
How does the County advertise goods or services being bid?
 
A.

All commodities, services, construction projects or insurance requirements estimated to cost more than $50,000.00 are advertised in "The Champion" newspaper, the legal organ of the County (see "How to do Business with DeKalb County").  All formal advertised requirements are also posted on the Purchasing & Contracting web page; the public bulletin board in the Purchasing & Contracting office, Room 202; and government access TV - channel 23.

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Q. 
Will the County FedEx/Overnight mail a bid package to a vendor?
 
A.

The Purchasing & Contracting will FedEx/Overnight mail a bid package only at the vendor’s expense paid in advance or COD.

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Q. 
Does the Purchasing & Contracting Department buy for all County offices?
 
A.

Yes, although some legally independent departments have been granted procurement authority and have their own purchasing offices and procedures.  These are as follows:

  • DeKalb Public Library
  • DeKalb Board of Education
  • DeKalb Board of Health

Q. 
How do I contact the above authorities?
 
A.

They are all listed in the DeKalb County Government Telephone Directory.

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Q. 
How long will my firm remain on the County's bidder mailing list?
 
 
A.

Indefinitely, or until you submit a written request asking us to remove your firm.

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Q. 
Does the County give bid results over the telephone?
 
A.

Yes.  Call the Administrative Operations Division at (404) 371-7051 or send an email to pcadmin-ops@co.dekalb.ga.us.  This information is also available on this website on the Bids and RFPs page.

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Q. 
What are your office hours?
 
 
A.

The Purchasing & Contracting Department office is open from 8:30 a.m. to 5:00 p.m., Monday through Friday.  Vendors are requested to call for an appointment to visit with a member of the staff.  (Note:  Sealed Bids must be received before 3:00 p.m. on the published due date.)

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Q. 
Does the County release the estimated cost of projects being bid?
 
 
A.

No.

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Q. 
What are the bonding requirements?
 
 
A.

Each project has its own bonding requirements; however, all performance and payment bonds are to be 100% of the bid.  Bonds must be issued by an approved surety firm listed in the Federal Register and licensed to write Surety Insurance in the State of Georgia.

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Q. 
Must a company be a resident of Georgia to bid?
 
A.

No.

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Q. 
May I receive or send a bid package by facsimile?
 
A.

No.  Formal advertised sealed bids/proposals will not be issued nor accepted by the Purchasing & Contracting Department via facsimile.

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Q. 
Do you provide lists of registered bidders or plan holders?
 
A.

This information is usually available through the Project Architect and Engineer.  Plan Houses will be specific within the bid advertisement.

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Q. 
How are small purchases handled?
 
A.

County Departments have been delegated authority for small purchases via a County issued P-Card.

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Q. 
May I get a document for informational purposes after bids are received?
 
A.

A copy of the bid abstract is available - Call the Administration Division at (404) 371-7051 or email a request to
pcadmin-ops@co.dekalb.ga.us.

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Q. 
How do I get bid results of prices if I did not bid?
 
A.

A copy of the bid abstract is available - Call the Administration Division at (404) 371-7051 or email a request to
pcadmin-ops@co.dekalb.ga.us.

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Q. 
When are Blanket Purchase Agreements bid?
 
A.

Normally, Blankets will be reviewed approximately three months prior to expiration of the current contract.  If changes are made, then Blankets will be re-bid.  If no changes are made, the contract may be extended.

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Q. 
Who originates the requirement for a Bid, Request for Quotation (RFQ), or Request for Proposal (RFP)?
 
A.

Normally, the using Department submits a requisition to the Purchasing & Contracting Department for a specific requirement.

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Q. 
When will I be paid?
 
A.

The County’s official payment terms are net 30 unless otherwise specified by law or by contract.  Suppliers may obtain more favorable terms by offering time payment discounts with their quotes.  The County uses 3-way matching.

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