No - contact for solicitation of products/services should be directed to the Procurement Department
Yes. Effective January 1, 2012, a local vendor preference policy was adopted by the Cochise County Board of Supervisors. The policy will allow for a 3% credit applicable to purchases on which transaction priviledge taxes (TPT) and property taxes are paid within Cochise County by local businesses who quaily. In order to qualify you will need to complete a Local Vendor Preference Affidavit of Eligibility form and return it with your bid. The policy and Affidavit of Eligibility form can be found HERE.
Preferences are not given to MWBE firms.
No. The County of Cochise Procurement Department will only accept sealed bids/proposals to maintain confidentiality until they are publicly recorded during bid opening. This is applicable to solicitations of $100,000 or more.
Am I supposed to include tax in the price on a Request for Quotation? Note: Requests for Quotations are used for purchases between $35,000 and $100,000.
Tax should be included in RFQs as a separate line item.
If you would like to register to do business with the County of Cochise we have an on-line vendor registration system. From the Cochise County home page, click on the “departments” link, select “procurement” and click on “Vendor Registration”. Cochise County has a partnership with Public Purchase, a web based e-Procurement service for this process.
Yes. However, in order to receive bid notifications and download a bid from the Public Purchase website you need to be registered with Public Purchase.
Can I be automatically be notified of BID opportunities or do I need to keep watching the legal ads Section?
Yes - you will receive bid notifications from Public Purchase once you register with Public Purchase and select the commodities or services you wish to sell to the County.
Bids/proposals shall be received by the Procurement Department at 1415 Melody Lane, Building C, Bisbee, AZ 85603 or mailed to the same address. Bids/proposals must be received by the date and time cited on the IFB/RFP notice page.
All invoices should be mailed to the “Ship To” address as shown in the Header of the Purchase Order or as shown under “Special Instructions” in the body of the PO, if so noted.
The majority of all purchases are either made or approved by the Procurement Department through the use of purchase orders. Departments are permitted to make “Small Purchases” for items costing less than $1000 by the use of their assigned Bank of America County Credit Card or by a claim. In the event that a good or service is requested by a County Representative without an approved purchase order, please contact the Procurement Director. Purchase Order numbers can be verified by contacting any member of the Procurement Department.
Suppliers are encouraged to visit the Procurement Officer responsible for the specific goods and services they provide. Appointments are preferred to ensure that full consideration will be provided. Please visit the link to “Vendors Guide” which gives a listing of contact information.
The pre-bid/pre-proposal conference is a meeting held to discuss the specific Invitation for Bid (IFB) or Request for Proposal (RFP) document. This meeting gives you the opportunity to ask questions and to request clarifications in the documents. Pre-bid/pre-proposal conferences are held for most formal IFBs or RFPs solicited by the County. The pre-bid/pre-proposal conference is usually not mandatory, but suppliers/contractors are strongly urged to attend.
Bids for goods and non-professional services are awarded to the lowest responsive and responsible bidder(s) meeting specifications. RFP award recommendations are based on other criteria in addition to price. The procurement document will specify the method of award.
Bonds and insurance may be required for various procurements. The County attempts to only require bonds and insurance in order to meet statutory mandates or when complex purchases warrant them to protect the County's interests. Bond and insurance requirements are specified in the procurement document.
Employees of the Procurement Department are prohibited from accepting gifts, meals, trips, or any other items or services from a supplier. A simple "thank you" or a short letter is acceptable.