Mississippi law mandates that all Counties operate a Central Purchasing office.
Lauderdale County's Purchasing Department has sole responsibility for purchasing all equipment, machinery, supplies, commodities, materials, and services used by any office or department of the County except for those offices or departments whose expenditures are not required by law to be approved by the Board of Supervisors.
It is the policy and goal of the Lauderdale County Purchasing Department to provide all vendors a fair, competitive and transparent solicitation process, that encourages an open and fair competitive opportunity to sell equipment, machinery, supplies, commodities, materials, and services to the County (31-7-101,103).
Up to $50,000.00- Request for two (2) quotes bids are solicited by telephone or fax by the agents to accept the lowest and best competitive written bid.
Over $50,000- Formal bidding is required once each week for two (2) consecutive weeks in a regular newspaper published in the county. Hinds County publishes its formal bids in the Jackson Advocate.
- $0 - $5,000.00- Quotes requested
- $5,000.00 - $50,000.00- Formal written quotes required (2 written competitive bids)
- $50,000.00 and above- bid process including public advertising once each week for two (2) consecutive weeks in local newspaper in the county. Lauderdale County publishes its formal bids in the Meridian Star.
The first step is to contact the Purchasing Department by telephone, fax or email. A completed W-9, product list or catalog price is requested. Sales calls are welcome and vendor appointments are encouraged. Lauderdale County will only procure goods and services from qualified vendors. The Purchasing Department and Comptroller Department are responsible for maintaining the County's Master Vendor List.
Lauderdale County has Annual Bid Agreements in place and these agreements are term contracts initiated by the Purchasing Department for commonly used supplies or services. These agreements are for estimated quantities at fixed unit prices for a specified term, typically one (1) year.
Award of Annual Bid Agreements may be made to multiple suppliers on the basis of successful quotes for individual items within the bid request. When submitting a bid for an Annual Bid Agreement item, prices quoted shall be firm for a period of one (1) year or otherwise stated.
Upon review of the vendor's capabilities, the Purchasing Department will provide an opportunity to quote on the products or services based on the County's needs.
Upon successfully winning a quoted item, your company will be added to the County's Vendors List.
For your convenience, it is the vendor's responsibility to obtain a Purchase Order number. A Purchase Order number is required before any purchases can be made by Lauderdale County. It is very important for vendors to remember that no office or department in Lauderdale County can authorize items or services to be delivered or performed prior to the vendor's receipt of a purchase order. Vendor is responsible for remitting proper invoice(s) to the Comptroller Department for payment. The County has up to 45 days to remit payment.