| Q: | Does the County buy the products or services I sell? |
| A: | This question should be asked when you visit someone in the Purchasing Office. The County buys thousands of different products and services – most in small quantities, some in larger quantities |
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| Q: | Does the County have preferences for local products and services? |
| A: | No, but…for very small quantities of products or services that are needed quickly, it is usually most expedient to get them locally. So, many of our smaller and even some larger purchases, where the need is urgent, will, quite naturally, be made locally. Competitive pricing for emergency purchases is obtained if there is time and if it is felt by purchasing personnel that the effort will be worth the time under the circumstances. |
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| Q: | How can I enhance my chances of selling my products or service to the County? |
| A: | Read the IFB (Invitation for Bids) or RFP (Request for Proposal) or RFQ (Request for Quotes) carefully so that your submission is responsive. Know your competition and their pricing policies. Perform if you are awarded the contract. Follow up on delivery and make sure the end user is satisfied. Make suggestions to County personnel about how your product/services might improve production, etc. |
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| Q: | How do I find out when the County is going to buy the products or services I sell? |
| A: | The best way is to be a registered vendor. To become registered, you must send us, on company letterhead, your company’s name, address, a contact name, phone, fax, e-mail address (if available), and a detailed listing of the products/services you provide. If you are registered, we endeavor to send notices or bid or quotation packages to you directly when the products or services you sell are needed. Notices of Formal bids for construction, the estimated cost of which exceeds $20,000, and supplies, equipment and services, the estimated cost of which exceeds $25,000 are published in the Journal Times under “Legal Notices” in the classified section. |
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| Q: | How does the County select a vendor for a specific product or service? |
| A: | - Competitive Sealed Bids (used for construction, the cost of which is estimated to exceed $20,000, and for all other products and services, the cost of which is estimated to exceed $25,000). This is the preferred method of selection for larger purchases when the end product or result can be adequately defined and specified.
- Request for Proposal (used for products and services when the end product cannot be adequately defined or specified or where factors other than the products or service need to be considered).
- Small Purchase Procedure (used for all purchases the estimated cost of which is below the amounts stated for competitive sealed bids). The majority of purchase orders are issued under this method. However, only about 20% of the dollars are spent using this method. Written quotations, telephone quotations, catalog prices with discounts and other similar methods are used to select vendors under this method.
- Sole Source (used when there is only one source for the required product or service). This may be the case where a product is patented and no other product exists that offers equal performance.
- Emergency Procurement (used only when an emergency exists - where life or property is in eminent danger).
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| Q: | How quickly does the County pay invoices? |
| A: | Payment will, in most cases, be made within 30 days after delivery. The County pays bills every Monday. Sometimes payment will take longer if there is a problem with the product or service. If it’s taking too long, call Accounts Payable (262) 636-3128. They will research and inform you about the situation. |
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| Q: | I am considering starting a new business. What forms do I need to file with whom?
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| A: | This is not a simple question to answer. There are many variables. Ultimately you will probably need to consult with an attorney that practices in the area of business law. But to help get you started, the State of Wisconsin has some great resources at the following address: www.wisconsin.gov/state/byb
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| Q: | If I should have questions not addressed on this website who should I contact? |
| A: | The Purchasing Department´s mailing address and location are:
PURCHASING DEPARTMENT
Courthouse
Fourth Level
730 Wisconsin Avenue
Racine, WI 53403-1274
Phone: (262) 636-3127
Fax: (262) 636-3733
E-mail: RCpurchasing@racineco.com |
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| Q: | This is my first attempt to sell to Racine County. With whom should I make my first contact? |
| A: | Your initial contact should be with the Purchasing Department. We are located in the Racine County Courthouse, Fourth level, 730 Wisconsin Avenue, Racine, WI.
There, you may tell us about your company and we will answer any questions you have about County purchasing procedures, policy and law.
ALL PURCHASES FOR PUBLIC WORKS, SHERIFF DEPARTMENT, PARKS & RECREATION, RIDGEWOOD CARE CENTER, AND ALL OTHER COUNTY DEPARTMENTS ARE MADE BY PURCHASING DIVISION PERSONNEL. NO PURCHASES ARE MADE DIRECTLY BY THE VARIOUS DEPARTMENT PERSONNEL EXCEPT DURING EMERGENCIES. |
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| Q: | What about gifts/gratuities? |
| A: | It is very simple – we cannot accept them. We (any County employee and elected officials) cannot (by law) accept anything of any value. So do not offer any gifts or gratuities to any County employee or elected officials. |
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| Q: | What are the ‘rules of the road’? |
| A: | We have to operate within the law. County procurement of construction is governed by Wisconsin statutes. All other procurement (products and services) is governed by Racine County Code of Ordinances, Chapter 7 Article VIII. Public procurement is just that! Public! We live in the proverbial “fishbowl.” We conduct all of our activities in a manner that will endure public scrutiny. Expect nothing less from us.
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| Q: | What if I feel there has been an irregularity in the sealed bid process? |
| A: | Call the Purchasing Manager and discuss the matter. If you are unsatisfied with that discussion you have the right to file a formal protest. The procedure for filing a protest is described in Chapter 7 Article VIII Sec 7-279 of the Racine County Code of Ordinances. Do not contact elected representatives or the County Executive. They will refer you to the Purchasing Manager. |
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| Q: | What if I must, in order to be responsive, submit confidential information to the County? Will it remain confidential? |
| A: | Truly verifiable confidential information, such as trade secrets, will be kept confidential if that request is made in writing and the specific information is clearly identified. However, you should be familiar with Wisconsin’s Public Records law since it defines what is public record and what is not. Although there may be things you and we would like to keep confidential at your request, we may be unable to do so under Wisconsin Law. |
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