Mississippi law mandates that all Counties operate a Central Purchasing Office. Hinds 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 Hinds 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.
The Purchasing Department is staffed by procurement officers who are committed to timely acquisition of quality products and services required to support the County's needs. The Purchasing team is motivated to get more for the taxpayer's dollar.
Solicitation Process: For Procurements
- 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.
Bidding Process by dollar value per State laws
- $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. Hinds County publishes its formal bids in the Jackson Advocate.
How to Become a Qualified Vendor with Hinds County
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. Hinds County will only procure goods and services from qualified vendors. The Purchasing Department and Accounting Department are responsible for maintaining the County's Master Vendor List.
Hinds 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 Hinds County. It is very important for vendors to remember that no office or department in Hinds 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 Accounting Department for payment. The County has up to 45 days to remit payment.
Requests for Proposals (RFPs)
This staff has over 45 years of service experience within Hinds County providing the knowledge and expertise required in purchasing.
Hinds County uses Find RFP e-purchasing online system. This system brings together an extensive database of government agencies and vendors and enables us to improve our service to you by providing instant access to bid information via the web 24 hours a day.