Purchasing

For the York County Bid List application please choose from the following links:

If you are a registered vendor and would like to update or edit your existing vendor information please Click Here.

If you are a new vendor and have not done business with York County in the past and wish to receive notifications of new bids and / or quotes from the Purchasing Department please Click Here.

You can access all active bid and quote opportunities by Clicking Here.

You can access all the closed bids and their results by Clicking Here.

Functions

The Purchasing Department is responsible for enforcing York County's purchasing code and purchasing ordinance, that was approved and ratified by the York County Council on September 4, 1979. The Purchashing Department establishes and administers purchasing policies, deals fairly with all potential sources of supply, obtains goods and services in an efficient and business like manner, consolidates purchases of like or common items, and obtains fair prices for materials, equipments, supplies, and services. Generally defined, the Purchasing Department promotes meaningful cost savings while coordinating, purchasing, and contracting procedures for York County.

In government, every transaction between a buyer and seller involving the transfer of property is considered a legal contract. Some contracts are simply composed and others are subject to written agreements that define terms, materials, methods of payment, and other contractual conditions. For these reasons, the authority and responsibility of purchasing goods and services for York County rests solely with the Purchasing Department. Therefore, this places the responsibility on those who have the interest and skill to do the work properly and whose primary concern is in the performance of this responsibility.

As a guideline, purchasing policies and procedures have been set into place to standardize the procurement of goods and services for all departments under the administer of York County government.

Responsibilities

  • Develop purchasing objectives, policies, programs and procedures for the purchase and contract of all materials, supplies, equipment and services.
  • Prepare and create specifications and technical requirements in cooperation with the departments, which are subsequently included in vendor price solicitation through: Invitations to Bid, Requests for Proposals, and/or Requests for Quotations.
  • Consolidate requisitions and purchase of like, or common, items to obtain the maximum economical benefit and cost savings, and explore the possibilities of buying in bulk to take full advantage of quantity discounts.
  • Work with all departments to establish standardization of materials, supplies, and equipment when determined practicable and advantageous.
  • Ensure that the County buys only from suppliers who are financially stable, have exhibited high ethical standards, have a record of adhering to York County purchasing standards/policies, and maintains shipping promises and provides a full measure of service.
  • Establish and maintain a standard purchase and contract procedure for the County.
  • Prepare and maintain a vendor commodity list to include vendor general information, vendor history, commodities provided, and cultural (minority, female, etc.) status
  • Manage the County's fixed assets to include arranging for disposal through an annual surplus auction sale.
  • Handle complaints regarding purchases/products and negotiating for the return of disputed merchandise and/or other settlements.
  • Explore the market place for new sources, products and materials.

This Office Does Not

  • Have the authority to pay invoices
  • Maintain financial records for York County government
  • Have authority over services provided by other county departments 

The mission of the York County Purchasing Department is to safeguard the quality and integrity of the procurement system, maximize the purchasing value of public funds, and provide fair and equitable treatment to all involved in public purchasing by York County.

Teria G. Sheffield Purchasing Director
York County Agricultural Building
6 South Congress St
PO Box 180
York, SC  29745
Phone: (803)- 684- 8520
Fax: (803)- 684- 8580
purchasing@yorkcountygov.com

FAQs

How does my company get on the county's bidder list?
Vendors can register by accessing the Purchasing Department's homepage and then accessing the "New Vendor Bid list Registration" icon. From there simply follow the prompts. Upon registration completion, the vendor will be placed on various vendor lists and categorized by commodity. When a bid is prepared pertaining to their commodity, the vendor will automatically receive a bid invitation via email from the Purchasing Department. It is important that vendors update email address changes.
When is the County going to bid a particular item?
The Purchasing Department bids items on an as need basis. Active bids are listed on the Purchasing Department's homepage where vendors can view and print bid information. However, some items, such as vehicles and heavy equipment, are routinely bid in the fall. Vendors are welcome to contact the Purchasing Department (803) 684-8520 to ask about potential bids.
When will my company know who was awarded the bid?
After bids are opened, vendors will receive, via email, a tabulation sheet and the anticipated approval date by County Council. After Council awards the bid all vendors will be emailed Council's actions. Vendors can also access the County's Council agenda found on York County's homepage to view bid recommendations and other topics of discussion on their agenda.  
Do I have a right to see your files, and/or bid documents?
Vendors can review bid documents and related files in the Purchasing office; however, RFP and RFQ documents contain privileged information and due to confidentiality are not subject to review.