Mission Statement
Our function is to negotiate the procurement of commodities, contractual services and asset accountability, while insuring quality and effective expenditures of public funds.
Responsibility
It is the desire of the of the City of Jackson Purchasing Division, to do our part to ensure that the City of Jackson secures the best commodity at the best price for the tax dollar. The Purchasing Staff are trained to exceptionally responsive and efficient from the vendor application process, generation of purchase order to the payment of the invoice.
Values
We strive to be:
-
Customer Focused
-
Professional
-
Knowledgeable
-
Accountable
-
Ethical
General Operations - How to do business with the City
The City obtains quotes from vendors on a daily basis. These quotes are obtained through information provided to the City via a vendor application. Vendor applications may be obtained by contacting the Purchasing Division at (601) 960-1025. Applications may be mailed or picked up at the Purchasing Division located on the 6th floor at 200 South President Street, Suite 604. The completed vendor application will be electronically processed into the City's financial accounting system, where it may be accessed by employees city-wide. Vendor applications will be provided on this website at a later date.
All Purchases Require a Purchase Order
The City issues three types of Purchase Orders. They are:
- Limited Purchase Order - A purchase order that does not exceed $500, may be processed on this type of Purchase Order, they begin with the letter L. An example would be (L9-00010)
- Regular Purchase Order - A purchase order with no limitation of the amount, however, it must be signed by Purchasing Division Staff. This Purchase Order begins with the letter P. An example would be (P9-00010).
- Contract Purchase Order - A purchase order for any Public Works Contract for any amount which has been approved by Council. This purchase order begins with the letter C. An example would be (C9-00010)
A Purchase Order is a legal and binding agreement between the Vendor and the City. The information contained in the Purchase Order is backed by the written quotation. If the Purchase Order does not agree with vendor records, it is the responsibility of the vendor to contact the City to have the order rescinded before delivery is attempted. Do not accept City of Jackson purchase orders if they do not agree with the above information.
Bid Process
All official bid notices appear in the The Mississippi Link, the City's current legal publication vendor. Items placed for bid are listed in the classified section of the newspaper. The bid notice shall appear at least once during each of two consecutive weeks with the bid opening not less than five working days from the last advertisement. The invitation to bid states where the bid should be turned in and the bid opening time, date and place.
Vendors who have completed a vendor / commodity application receive these notices by mail, however, ALL POTENTIAL VENDORS are eligible to submit bids. ALL VENDORS are urged to participate, whether you are on the current vendor list or not. Bid packets are made available through the Purchasing Division and may be obtained by contacting the Purchasing Division at (601) 960-1025.
Bids are due in the City Clerk's Office in City Hall no later than 3:30 p.m. on the day of the bid opening.
Bids are opened each Tuesday at 3:30 p.m. in the Council Chambers located at City Hall - 200 South President Street, Jackson, Mississippi 39201.
The bids are opened and witnessed and a tabulation of the bids is prepared with notations or any written comments made by the vendor, which would affect the bid. Items affecting bids would be conditions such as some prices being for all or none, changes in the specifications, alternate bids, or obvious mistakes made in pricing. The bid tabulation, along with any supporting documents (such as brochures), are given to the department that requisitioned the item being let for bid. That department is charged with reviewing the tabulation, determining that all items bid meet specifications, and selecting the lowest and best bid received. A written recommendation from the user department is forwarded to the Purchasing Division where a City Council Order is prepared. The Order is delivered to the City Clerk so that it may be placed on the next appropriate Council agenda for consideration. Upon City Council approval, a Purchase Order will be issued for bid items.
Bid Concerns
Bid concerns as to the award of a particular bid, or if a bidder desires to be released from his/her own bid, should be presented to the Purchasing Division, in written detail, stating the particulars of the issue(s). When needed, the City Attorney's Office reviews such matters and advises the Purchasing Division on the City's position.
Bid security and performance bonds and payment bonds may be required in some instances. If such a requirement is desired, instructions will be included in the bid packet.
NOTICE: Public Works construction bid packages are prepared by the Public Works Division and its consultants.
Accounts Payable Process/Purchasing Cycle
Invoices are payable upon receipt of merchandise. Invoices should be mailed to the City of Jackson Accounts Payable Section - P. O. Box 17 - Jackson, MS 39205-0017. ALL Invoices must have a valid purchase order number. Invoices mailed to addresses other than that stated herein could be delayed in payment.
Inquiries for payment should be directed to the Accounts Payable Section at 601-960-1029.
When calling for information, it is most helpful if you have your Requisition Number or Purchase Order Number available.
