Purchasing

Primary Department Responsibilities

The Purchasing Department is primarily responsible for the acquisition of quality products and services for projects throughout the City of Jackson. It works closely with businesses and government entities throughout the entire procurement process to assure these items are obtained quickly, efficiently, and cost-effectively. To streamline the bidding process, bid applications for open projects are accepted online, and all past bids are tabulated for easy viewing.


Procurement Process

Purchasing Agents are the primary procurement officers for the City of Jackson. Any purchases in excess of $20,000 are required to be authorized by the City Council. The council also reserves the right to accept or reject any bid, as well as recommend the acceptance of bids other than the lowest estimate when it is determined to be in the best interest of the city.

Doing business with the City of Jackson

The City of Jackson appreciates those businesses that bid on City projects and those that provide goods and services contracted for.

Quotes and bids for purchases are solicited from firms using a bidders list.  The list is organized using a  commodity code system (NIGP Commodity Codes) for the various goods and services needed by the City and is maintained on an on-going basis.

To be added to the bidders list

There are several ways to be added to the bidders list.

1. Sign up on the Notify Me page, and select bid postings.  You will receive a notice of all bids posted to the website.

2. Complete the Vendor Registration Form and the commodity code class list  by marking the commodity code number(s) of the supplies and/or services you can provide, and return them to the Purchasing Department. 

3. Complete the application process from Bidnet Direct.

Bid solicitation

1. Request for quotations: Informal written quotes that include price, terms of sale, and description of goods or services offered by a bidder. Bidders are encouraged to provide an immediate response to an RFQ since the period of time is short and awards are usually prompt.

2.  Sealed Bids:  A formal bid document available on the City's website to prospective bidders for the submission of sealed bids to provide commodities or services. Bid documents include specifications and the City's term and conditions for the purchase.

3. Request for Proposal (RFP) : This type of formal bid document is also available on the City's website and is most commonly used for professional services or consulting contracts. Request for Proposal (RFP)     or Request for Qualified Proposal (RFQP): This document is used primarily for professional services, i.e., architectural or engineering

Each bid document includes instructions on how to prepare and submit a bid. Any bids received after the bid opening will not be considered.

Award policy

All submissions are evaluated by the Purchasing Division and the user department and the award is made to the low responsive bid from a responsible bidder. The City considers price, responsiveness to the specifications and terms of purchases, qualifications, capability of bidder, and other relevant factors to determine the low responsive and responsible bidder. All awards require approval by the Department Head, City Manager, or City Commission based upon the dollar amount of the purchase.

The City Council reserves the right to reject any and all bids and to waive minor irregularities and/or technicalities in the bids.

Still have questions:

Please Email Shelly Allard.

Additional Functions & Duties

In addition to managing the procurement process, the Purchasing Department has a number of other functions and responsibilities, including:
  • Citywide contract management
  • Mail room operations
  • Maintenance of City Hall
  • Regulation of the procurement card program
  • Administration of inventory / asset records and sale / disposal of surplus equipment