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How to do Business with Yuba County

INTRODUCTION
This summary is designed to help you become familiar with our policies and procedures for procurement, which in turn will aid in selling your products/services to the County.

PURCHASING
County purchasing procedures are governed by California Public Contract Code and County Ordinance , Chapter 2.50. Purchasing is a function of the Administrative Services Department of Yuba County. The Purchasing Agent of Yuba County is charged with the responsibility of providing centralized purchasing for all departments and administers contracts required by law to be made on competitive bid.

County departments have delegated authority given by the Purchasing Agent to make purchases of certain materials and equipment under $15,000. The Purchasing Agent maintains surplus inventory and disposes of excess, obsolete or unserviceable equipment by auction, or other means as provided by law. Public Works Contracts are administered by the Director of Public Works.

Every purchase is made in the County’s best interest while providing vendors a fair and equal opportunity to do business with the County. The County will consider:
  • The price
  • The quality of the product
  • The suitability of the product for the intended use
  • The ability, experience, efficiency, integrity, and financial responsibility of the bidder
  • Qualifications for technical or expert services 

HOW DO I CONTACT PURCHASING?
Yuba County Administrative Services
Attn: Lee Ann Hennessy
915 8th Street, Suite 119
Marysville, CA 95901
Phone: 530-749-7880
Fax: 530-749-7884
Email: adminhelp@co.yuba.ca.us 

WHAT PROCUREMENT METHODS ARE USED?

Purchases Under $500
  • Departments have delegated authority to make purchase 

Purchases between $500 and $15,000
  • Departments request oral and informal written quotes (RFQ) 

Purchases of $15,000 or more
  • Purchasing Agent seeks formal written sealed bids (RFP/IFB) 

Cooperative Government Contracts
  • State Contracts
  • Inter-local Government Contracts 

HOW DO I GET ON THE VENDOR LIST?
Complete the County's Vendor Registration Form to ensure notice of solicitations for chosen commodity.

Invitations for Bids and Request for Proposals are sent to those firms listed under the commodity being requested. The County may also choose to use other sources to obtain names of firms who may be capable of supplying the commodity.  General information regarding current solicitations is available on the County's web site at www.yuba.org.  At the discretion of the Purchasing Agent, vendors must register on the Vendor List annually, according to the Cost Accounting Policies and Procedures Manual.  Detailed instruction on the Notice to Contractors page, set forth by the State of California Uniform Construction Cost Accounting Commission.

WHERE AND WHEN ARE SOLICITATIONS ADVERTISED?
  • IFB/RFP solicitation notices are listed on the Open Solicitations page.
  • Posted in public place such as Administrative Services Bid Board 
HOW CAN I RECEIVE SOLICITATION INFORMATION?
  • Vendors registered with the County will automatically receive notification of all solicitations, (i.e. IFB's, RFP's, RFI's, etc.) for the commodities they have chosen
  • A list of current solicitations, will be displayed on Open Solicitations page. 

WHERE DO I SUBMIT MY RESPONSES TO IFB's/RFP's/RFI's/RFQ's?
At the address, date and time specified in each solicitation.  All submissions shall be hand-delivered or postmarked via postal mail to the Department of Administrative Services physical location.  Electronic submissions shall be considered non-responsive and disqualified.

WHEN AND WHERE ARE IFB's/RFP's OPENED?
IFB's/RFP's are opened on the Date, Time , and Location specified in each individual solicitation.

IFB/RFP. MAY I SUBMIT A LATE SOLICITATION RESPONSE?
Yuba County does not accept late sealed bids/competitive sealed proposals. The time/date stamp on each bid/proposal shall be the official time of receipt for all Invitation for Bids (IFB) and Request for Proposals (RFP). IFB's and/or RFP's received after submission deadline shall be returned unopened and will be not be accepted.

WHAT FACTORS DETERMINE TO WHOM THE SOLICITATION IS AWARDED?
All solicitations are awarded to the most responsive and responsible bidder who submits the offer which represents the best value to the County.