1. Organization of County Purchasing
The Purchasing Agent of San Luis Obispo County is the Director of General Services. Within this department, the purchasing of goods and services is handled by the Central Services Division.
2. How to Do Business with the County
Central Services Division should be your first contact, because our expert staff will acquaint you with our procedures and direct you to the staff who handles your goods and services. The only staff allowed to authorize the County to purchase materials, services or equipment are in Central Services.
3. Who to Contact
Hours for Sales Representatives:
Although the County office hours are 8:00-5:00, Monday through Friday, we would greatly appreciate sales representatives scheduling their appointments with our buying staff in advance. By scheduling their calls Tuesday through Friday between 9:30 and 11:45 am., sales representatives will avoid having to wait. If the time listed above is inconvenient, other arrangements can be made. We stress the importance of, whenever possible, making appointments in advance. Sales contacts with other than our Buyers can be arranged through a Buyer.
4. Policies and Procedures
The County of San Luis Obispo purchases under authority granted by the San Luis Obispo County Code and Codes of the State of California. When bidding, you must submit your lowest and only quotation keeping in mind that competitive bidding is solicited. The lowest responsible bidder receives the award. Such determination will be made on the basis of the lowest total cost.
5. Methods of Procurement
When procurement estimates exceed $25,000 the formal bid procedure is used unless emergency or hardship conditions prevail, sole source is substantiated, or there are necessary restrictions in specifications. On all other items prices are obtained through phone or written quotations. Phone quotations are essential especially in our area due to time required for mail delivery. Vendors wishing to remain on our list of bidders should return their "Request for Bids" even if they are unable to quote.
6. Telephone Quotations
When contacted for a phone quote, you are required to provide us with a firm price, delivery time and cash terms.
7. List of Bidders
The County of San Luis Obispo does not keep a formal List of Bidders. Vendor lists are developed at the time each Bid is issued. If you are interested in doing business with the County, you may click here to complete our On-Line Vendor Application, or you may send a line card to notify us of the items you offer for sale.
Our mailing address is:
Department of General Services
1087 Santa Rosa Street
San Luis Obispo CA 93408-2184
If you would like additional information, please call us at (805) 781-5900, or schedule an appointment to come into our office.
8. Specified Materials or Equivalents
In many cases, whenever a particular material or process is specified in the form of a patent, proprietary name, trade or brand name or by the name of a manufacturer, the wording is for the purpose of facilitating the material description or process required, or fixing the standard of quality required and shall be considered modified by the following words "or equal", when Bidders offer any material, or process, they shall give the equivalent of the specifications to show that their offered items are equal to the items required by the County.
9. Cash Discounts
When a discount offered is for payment in not less than 20 days, a cash discount is considered in evaluating the bids. Discounts of less than 20 days will not be considered.
10. Purchase Orders
After an award is made to the successful bidder, Purchase Orders are issued. Acknowledgment copies are not used. We expect orders to be filled in accordance with our specifications and vendor proposals when accepted. If for any reason, orders cannot be completed in this manner, please contact Central Services immediately by phone or mail.
11. Changes to Purchase Orders
Any changes to purchase orders must be approved by appropriate staff in Central Services.
All materials that are furnished are subject to thorough inspection. If any or all of the items or articles are found unsatisfactory or do not meet specifications any lot or faulty portions may be rejected.
In accordance with the County of San Luis Obispo's Code of Ethics and good purchasing practices, our employees are not permitted to accept any gifts, entertainment, or the like. Vendors are requested to cooperate in this regard.