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PROCUREMENT Procurement Home Page

 Procurement

Procurement is the central purchasing division responsible for implementing procedures in accordance with the County's purchasing manual. The division's goal is to process purchase orders and contracts in a timely fashion. The purchasing manager recommends rules, ordinances, resolutions, and procedures governing procurement for adoption by County Council; administers the procurement system of the County in accordance with the Administrative Code; develops, maintains, and implements a manual of procurement procedures, and establishes and maintains a program for the development and use of procurement specifications and the inspection and testing of supplies. The division is responsible for acquiring goods, material and equipment for all County agencies. Department email inquiries should be addressed to gpurchasing@northamptoncounty.org

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     Doing Business

    ​The County of Northampton welcomes the opportunity to do business with interested merchants in the community!
    All of the County bidding opportunities are offered on Public Purchase. For more information and a listing of current bid opportunities go to http://www.publicpurchase.com

    Registering as a Vendor

    Northampton County uses Public Purchase, a web based eProcurement service for Vendor Registrations and all goods and services required for the County over $25,000.00.  Registration through Public Purchase is FREE and allows suppliers to update and change their information at any time. In order to receive notifications from the County, vendors will need to register through the following two-step process:

    1 - Register with Public Purchase:

    Use the link below to begin the registration process and select the “Free Registration” option.  It can take up to 24 hours to activate your account.  You will receive an email from notices@publicpurchase.com letting you know when your account has been activated.

    https://www.publicpurchase.com/gems/register/vendor/register

    2 - Register with County of Northampton:

    Once you have received your activation email from Public Purchase, log into www.publicpurchase.com and accept the terms and conditions of use.  Once registered with Public Purchase, the next step is to register on the site as a vendor of County of Northampton.  The County requires that you select the appropriate NIGP Commodity Codes for quote notifications and complete a W-9 form for tax purposes.  It is important that this second part of the registration is complete or you will not receive notifications of upcoming quote opportunities from the County.

    If you need further assistance with this process please contact Public Purchase directly at support@publicpurchase.com.

     Vendor Visits

    ​Vendors are permitted to visit departments and prior authorization from the Purchasing Department is not required. However, vendors must recognize that such visits may be informational only. Departments are not authorized to enter into contracts or place purchase orders with outside vendors.

     Bid Process

    ​Purchase Orders

    An official purchase order containing an authorized purchase order number is one method of purchase for goods and services obligating County of Northampton funds. PCard purchases are allowed for other small purchases as designated by Merchant Code and end user strategies.

    The Quote/Bid Process

    The County of Northampton conducts an open competitive quote process for all purchases up to $24,999.00. All purchases in excess of $5,000 must have three quotes and various methods are used to obtain quotes:  Telephone; Fax; Catalog Comparison and the Quick Quote feature on Public Purchase. All purchases over the $25,000.00 threshold are required to be bid formally as per the requirements of Article XIII of the Administrative Code. All formal solicitations (Bids and Requests-for- Proposals) are advertised on Bid Net and specifications and documents are available on Public Purchase.

    Awarding Process

    Bids will be awarded to the lowest responsive, responsible bidder meeting the required specifications. Vendors are cautioned when completing the bid/proposal form that all instructions given in the bid/proposal must be followed and the bid/proposal must be returned to the Procurement Office by the time specified on the bid document.  Bids are opened at 2:30 p.m. on the date due and the bid opening is open to the public. Late or improperly delivered bids/proposals will not be considered.

     Right To Know

    ​If you wish to receive a copy of Quote, Bid or RFP responses, you must send an Open Records Request via the County webpage to the County's Open Records Officer.
    Right To Know Request

    Please note that according to the PA Right to Know Law: Quote, Bid and RFP responses are not considered public records until after an award has been made.

     Tax Status

    ​The County of Northampton, as a subdivision of the Commonwealth of Pennsylvania, is exempt from all state and federal taxes.  Each purchase order issued makes the reference to the tax-exempt status. The current year Tax Exempt Certificate is now available.

     2018 Tax Exempt.pdf

     County Surplus

    ​The County of Northampton uses Public Surplus; an internet based surplus auction system. For more information and a listing of current opportunities go to http://www.publicsurplus.com.
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